Administrative and Office Assistant

Chesterton Academy of Notre Dame; Washington, Northern (District of Columbia, KY); Hybrid; USD 25,000 - 30,000; Part time

Benefits offered by this job

Access to Sacraments

Paid time off major holidays

Reduced summer hours

Additional PTO during academic year

Job summary

St. Jerome Institute seeks a part-time Administrative Assistant to strengthen front office operations, support student admissions, and coordinate campus events with a hospitality mindset.

The role entails welcoming visitors, answering phones, managing communications, and assisting with logistics for open houses, holidays, and special occasions. The ideal candidate embraces the mission, exemplifies organization, and can balance in-person duties with light remote tasks during breaks.

Qualifications

• Hospitality-focused mindset and a warm, welcoming presence.
• Strong organizational skills with attention to detail.
• Experience assisting in admissions, events, and campus logistics preferred.

Responsibilities

• Manage front desk operations with warmth and consistency during office hours.
• Support admissions processes, coordinate visits and communications with families and supporters.
• Plan and assist with campus events and open houses in collaboration with enrollment staff.
• Handle routine operations: communications, supplies, and campus logistics.

Skills

Hospitality mindset

Organization

Event coordination

Front desk operations

Communications

Tools

FACTS

Front desk software

Job description

Role Description

The part-time Administrative Assistant will serve a critical role in building the culture and community of the St. Jerome Institute. This part-time, year-round (but reduced summer hours), in-person position reports to the President and will have responsibilities within (1) front office operations, (2) student admissions and enrollment support, (3) internal and external event logistics, and (4) campus hospitality, beautification, and operations.

The qualified candidate for the position will delight in and have a skill for hospitality, as the school plays host to a range of people from prospective families to visiting guests to current families and faculty. The successful candidate will embrace the "humble things" like answering phones, tidying up public spaces, ensuring coffee is made and cleaned up, and helping sick students call home as he or she will be responsible for manning the front desk and taking all inbound calls during the morning hours.

All in all, the St. Jerome Institute seeks a hospitality-minded individual with a zeal for our mission and a noted skill in organization and logistics to put their "get-things-done attitude" to work in the service of our mission.

This role reports to the President, while also offering direct support to the Director of Enrollment. Below is a list of some of the responsibilities of the role:

Front Office Operations

• Being a light of warmth and welcome to all whom Christ brings across our doorstep
• Faithfully manning the front desk during office hours
• Managing office and classroom supplies
• Establishing sound front office protocols and implementing them

Admissions Support (Supports the Director of Recruitment in these areas)

• Managing FACTS and maintaining contact databases
• Scheduling and communicating visits and/or meetings with prospective families and outside supporters (e.g. pastors, K-8 school principals, etc.)
• Planning and advertising summer camps (to begin in summer 2027)

Internal/; External Event Logistics

• Working closely with the Director of Enrollment in design, planning, and execution of key admissions events such as Open Houses, Shadow Days, etc.
• Researching and planning key curricular events such as Adventure Days and Practicum Days
• Assisting in the execution of logistics for campus events like Feast days, Thumos Week, etc.

Operations

• Writing and sending family communications, such as text alerts about snow days and a weekly newsletter
• Overseeing keys, ensuring we are stewards of our lease agreement, overseeing major equipment like copy machines, and serving as point person on tech systems (e.g. setting up an email address for a new team member) and other logistics protocols and elements

Key Details

• Hourly role
• Part-time, year-round, and in person (includes a range of evening or weekend events) position
• Position is located at the Washington, D.C. location.
• Reports to the President and collaborates heavily with Director of Enrollment

Additional Benefits

• Access to the Sacraments of the Church as part of the regular life of the school
• Paid time off at major holidays such as Easter, Christmas, and Thanksgiving (Please note: modest remote availability and work will be required during academic holidays to propel projects forward and respond to key communications. This role may need to also do light work on campus over breaks to prepare for close-down and/or start up at longer breaks like Thanksgiving, Christmas, and Easter)
• Reduced summer hours (roughly 9am-3pm Tuesday-Thursday on campus with some light remote work outside of those hours)
• Additional 3 days PTO during the academic year and 6 days PTO during the months of June and July