Administrative Assistant

Catholic Diocese of Buffalo; Kenilworth (NY); On-site; USD 26,000 - 30,000; Full time

Job summary

Catholic Diocese of Buffalo is seeking an Administrative Assistant to join the Main Office and support the Office Manager in daily school operations. You will greet visitors, manage communications, and help maintain records with confidentiality in a welcoming school setting.

The role requires strong organizational skills, proficiency with Google Suite, eSchool, and Microsoft Office, and a commitment to the school’s Catholic mission. Flexible teamwork and data handling are essential.

Qualifications

• High School Diploma, GED, or Associate’s Degree; additional education in office management is a plus.
• Experience in clerical roles is preferred but not required.
• VIRTUS certification and background check may be completed during hiring.

Responsibilities

• Perform a wide range of administrative and office support to facilitate efficient school operations.
• Greet and assist visitors, staff, parents, and students in a welcoming manner.
• Answer and direct phone calls; manage mail and maintain reception area.
• Provide administrative support to school leadership and staff with strict confidentiality.
• Coordinate appointments and meetings; maintain student, staff, and volunteer records while protecting privacy.
• Monitor and maintain payroll submissions; assist with enrollment and registration processes.
• Assist with donor management systems and fundraising records.

Skills

Front desk reception

Office management

Communication

Google Suite

eSchool

Microsoft Office

Organization

Confidentiality

Education

High School Diploma or GED

Associate’s Degree

Tools

VIRTUS

eSchool Data

FACTS

DonorPerfect

GiveSmart

Job description

Brief Job Description: Our Administrative Assistant will work in the Main Office alongside the school Office Manager and plays a pivotal role in ensuring the smooth and efficient operation of the administrative functions of our school. This multi-faceted role involves managing and overseeing various office tasks critical to the school’s daily operations. This role is the face of the school and will help foster a welcoming and safe school environment.

Essential Duties & Responsibilities:

• Effective time management skills
• Demonstrate positive and professional communication with staff, parents, students, and other guests & visitors
• Strong verbal and written communication skills
• Solid technology skills to help with data and time management
• Ability to work with a team

Responsibilities:

• Perform a wide range of administrative and office support activities to facilitate the efficient operation of the school
• Maintain a welcoming, professional atmosphere in the main office. Greet and assist visitors, parents, and students in a friendly manner.
• Answer and direct phone calls to the appropriate staff members
• Manage and distribute incoming and outgoing mail
• Maintain a clean and organized reception area
• Handle inquiries and provide information about the school and its programs
• Provide administrative support to school leadership and staff with strict confidentiality
• Coordinate appointments and meetings
• Maintain and update student, staff, and volunteer records in compliance with privacy regulations
• VIRTUS Administrator: monitor all VIRTUS accounts for staff and volunteer compliance; call references as needed; and other related tasks
• eSchool Data – student records and registration; retrieve and print reports and transcripts as needed
• Maintain school database and manage tuition accounts through FACTS; set up yearly tuition plans and fees; conduct weekly billing for after school charges; monitor past-due accounts; and assist with reconciling the general ledger
• Organize and track fundraising accounts and financial aid; including coordinating with the Bison Fund
• Complete and file various mandated state, federal, and diocesan reports
• Monitor and submit payroll to meet established deadlines
• Work with school Office Manager to ensure a smooth enrollment and registration process
• Assist the Principal with managing DonorPerfect and GiveSmart systems.

Qualifications: Required Education/Experience:

• High School Diploma, GED, and/or Associate’s Degree; additional education or certification in office management / administration is a plus.
• Previous Clerical Experience is preferred, but not required.
• VIRTUS certified and background checked (can be completed during the hiring process)
• Experience working with young children

Desired Skills:

• Proven experience in front desk reception and office management roles; Excellent communication and interpersonal skills; Proficient in Google Suite / Applications, eSchool, and Microsoft, and basic office software; Strong organizational and multitasking abilities; Understanding and commitment to the mission and values of a Catholic elementary school; Ability to maintain strict confidentiality and handle sensitive information with discretion; Flexibility to adapt to changing priorities and responsibilities

Salary: Starting at $19.00 per hour

*Other duties as assigned. Positions and duties may be changed in order to meet the needs of the school.