Administrative Assistant to the Superintendent of Catholic Schools

Catholic School Office - Wichita

Admin & Clerical
General Position Summary:
The Administrative Assistant, under the direction of the Superintendent of Schools, is responsible for the coordination of all functions of the Superintendent's office. This position requires the individual to have a broad knowledge of administrative functions and a thorough knowledge of the Catholic Diocese of Wichita School policies and school administrative processes and procedures.

Functional Responsibilities:
• Maintains confidentiality of all records and information.
• Performs all duties in a manner depicting an appropriate image of the Catholic Church, the Curia, its staff and mission.
• Participates with the Superintendent and other team members in implementing the Diocesan Pastoral Plan through activities, correspondence and dialogue with others.
• Assists with planning, implementing, and evaluating programs and services offered by the
Catholic Schools Office.
• Provides specific administrative support to the superintendents by collecting and organizing information, serving as an information resource to the public, maintaining office files, and performing general secretarial support.
• Tracks all Title and grant funding, including working with the public school for requests and approvals, consulting with area schools, meeting with the public school on a regular basis and aiding the Associate Superintendent.
• Coordinates a wide variety of projects and activities for the superintendents and councils (e.g. meetings, receptions, luncheons, workshops, travel/accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion. Provides specific support to the superintendents in the coordination and logistics of the events such as New Teacher Orientation, New Principal Orientation, Principal Intern Seminars, Principal Retreat and other meetings.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, and supporting the needs of the attendees.
• Serves as recording secretary for the Diocesan Catholic School Council and the Drexel advisory committee with responsibility for preparing and maintaining official minutes of meeting proceedings.
• Prepares a wide variety of correspondence, agendas, minutes, event programs, bulletins, reports, and other written materials for the purpose of communicating information and/or creating documentation in compliance with established protocols and guidelines.
• Completes periodic reports as required by NCEA, Kansas Licensure, VIRTUS, etc.
• Procures Office supplies and equipment for the purpose of maintaining availability of required items.
• Responds to a wide variety of calls and emails for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
• Assembles and distributes back to school information to principals, pastors, and teachers.
• Coordinates and prepares policy books and resource books.
• Initiates emergency notifications for crises.
• Performs other duties as directed by the Superintendent of Schools.

Special Qualification:
• Practicing Catholic in good standing and an active steward in one’s parish.
• Positive self-starter.
• Appropriate experience and general knowledge of proper telephone etiquette, office practices, techniques, and technology.
• Appropriate skills in typing, business English, spelling, punctuation, proofreading, filing, spreadsheets and mail merges.
• Attention to detail and the ability to multi-task.
• Excellent organizational skills to manage varied workloads.
• Exhibits a strict sense of confidentiality, professionalism, initiative and self-motivation.

Physical Demands/Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand, walk, sit, and talk or hear. It is required that this individual have sufficient clarity of speech and hearing to communicate effectively. The work environment will consist of normal office conditions. The noise level in the work environment is usually quiet to moderate.

Required Skill Qualifications:
3-5 years recent and successful administrative, secretarial and general experience in an office environment, with preference given to administrative experience within an elementary or secondary school. Strong verbal and written communication skills with excellent writing, rewriting and editing skills. Ability to type 50-55 wpm with accuracy. Proficiency with Word and Excel. Personal characteristics that reflect excellent record keeping and secretarial skills, organizational ability, broad knowledge of administrative functions, and personal relations skills.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. It is the right of the employer to revise this job description and to require that other tasks not listed be performed as needed.

Please submit a cover letter, resume, salary requirements, and application to Application deadline is on or before noon, April 19, 2021.