Administrative Assistant

St. Ignatius Catholic School and Chesterton Academy; Appleton (WI); On-site; USD 42,000 - 54,000; Full time

Job summary

St. Ignatius Catholic School and Chesterton Academy located in Wisconsin is seeking a full-time Administrative Assistant (40 hours/week) to support the Director of Business Services and function as the Admissions Coordinator.

The role covers human resources, financial, and school admissions duties, requiring strong technology skills and professional experience in business, accounting, or admissions. The successful candidate will exemplify the Catholic mission, maintain confidentiality, and

Qualifications

• Associate degree required.
• Minimum 1 year of administrative assistant experience.
• Experience in a non-profit environment or school.
• VIRTUS Training and Background Check required.

Responsibilities

• Provide HR support including recruiting and onboarding.
• Maintain confidential personnel records.
• Oversee Safe Environment background checks and VIRTUS compliance.
• Enter vendor invoices, tuition payments, and other financial transactions.
• Maintain financial records and internal controls.
• Assist with admissions, enrollment, and DPI School Choice tasks.
• Support families with financial aid applications.
• Collaborate with Marketing to grow enrollment.

Skills

Strong communication

Time management

Organizational skills

Detail-oriented

Independent work

Confidentiality

Catholic ethos

Education

Associate degree

Tools

Google Suite

MS Office

Job description

SUMMARY

St. Ignatius Catholic School is hiring a full time, 40-hour-per-week Administrative Assistant to support the Director of Business Services and function as the school’s Admissions Coordinator. This salary position will provide essential support within the business office including human resources, financial, and school admission functions. The ideal candidate brings strong technology and computer skills with professional experience in business, accounting, or school admissions.

St. Ignatius Catholic School strives to employ an Administrative Assistant who is a practicing Catholic and will serve as a joyful role model of all that is good, true, and beautiful within the St. Ignatius community. The Administrative Assistant is expected to model behavior consistent with the St. Ignatius mission and vision.

PRIMARY RESPONSIBILITIES & KEY JOB DUTIES

Human Resources Support

• Provide administrative support in the recruiting and hiring process
• Onboard new staff members and ensure all required employment paperwork is completed
• Keep accurate and confidential employee personnel records using software system
• Serve as the Safe Environment Coordinator for the Diocese of Green Bay, overseeing background checks and keeping VIRTUS training compliance up to date

Financial Support

• Accurately enter vendor invoices, tuition payments, and other financial transactions into the school's accounting system
• Maintain organized filing of vendor invoices and supporting financial documentation
• Maintain confidentiality and accuracy of financial records in accordance with school policies and internal controls
• Help identify and implement efficient administrative processes through the effective use of technology, automation and continuous process improvement

Admissions & DPI School Choice

• Assist prospective and returning families with admissions and enrollment questions and registration paperwork
• Gather, verify, and organize student, residency, and income documents for the DPI Wisconsin Private School Choice Program
• Maintain accurate student enrollment records and assist with state reporting needs
• Support families in applying for financial aid
• Recruit families, take phone calls, and work with Marketing to help grow enrollment

DESIRED SKILLS

• Routinely reliable
• Highly computer literate with experience in Google Suite and MS Office
• Solid organizational skills and meticulously attentive to details
• Ability to accurately take direction and work independently
• Excellent written and verbal communication skills
• Possess strong time management skills and meet tight deadlines
• Work well while multitasking in a fast-paced environment
• Sound decision-making and problem-solving skills
• Ability to maintain confidentiality as necessary
• Basic knowledge of labor law and current practices
• Practicing Catholic

QUALIFICATIONS

• Associate degree
• 1 year of experience as an administrative assistant or similar
• Background in a non-profit environment or school
• Diocese of Green Bay Office of Safe Environment Requirements-VIRTUS Training and Background Check

PHYSICAL REQUIREMENTS

• Work is typically performed in an inside, temperature-controlled environment
• Continuously requires vision, hearing, communicating
• Frequently requires fine dexterity, periods of sitting, working at a computer
• Occasionally requires standing, walking, lifting, carrying, reaching, kneeling, pushing, pulling, bending, climbing, and the like
• Must be able to lift up to 15 pounds at a time
• Prolonged periods of sitting at a desk and working on a computer
• Able to access and navigate all areas of the school and other facilities as needed

MISSION-ALIGNED MEMBERS OF THE ST. IGNATIUS CATHOLIC SCHOOL COMMUNITY:

• Are committed to working in a Catholic classical school setting
• Respect, live, and promote the Catholic culture and ethos within
• Represent St. Ignatius Catholic School joyfully and professionally
• Participate collegially in our Christ-centered, mission-minded environment
• Treat confidential materials/information with the utmost professionalism, in keeping with the Catholic virtue of prudence
• Seek opportunities for personal professional development in accord with one's role
• Demonstrate compliance with policies, protocols, procedures, directives. and core values as outlined in policies of the Green Bay Diocese, the St. Ignatius Catholic School Staff Procedural Manual (and other school handbooks as applicable)