Administrative Assistant

St Joseph Grade School; Shawnee (KS); On-site; USD 21,000 - 30,000; Full time

Job summary

St. Joseph Grade School is seeking an Administrative Assistant for the Early Education Center to provide essential front-office support, welcoming children, families, and staff while keeping records organized and confidential.

Working closely with the Center Director and staff, the role covers enrollment, scheduling, communications, purchasing, and basic bookkeeping, contributing to a faith-filled, well-run environment.

Qualifications

• High school diploma or equivalent required; higher degree preferred.
• Experience in administrative, office, school, childcare, or customer-service roles preferred.
• Strong organizational and time-management skills with excellent attention to detail.
• Excellent written and verbal communication skills.
• Ability to interact professionally and compassionately with children, parents, staff, clergy, and community members.
• Proficiency with Microsoft Office and/or Google Workspace; familiarity with childcare or school-management software is a plus.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to manage multiple priorities in a busy environment while remaining calm and professional.
• Commitment to the mission and values of the Catholic Church and organization.

Responsibilities

• Serve as welcoming first point of contact for children, families, staff, and visitors.
• Answer and direct telephone calls, emails, and other communications promptly.
• Maintain accurate student, family, staff, and enrollment records with confidentiality.
• Assist with enrollment, registration, attendance, and tuition-related documentation.
• Support Center Director with calendars, meetings, and reports.
• Maintain organized office files, records, and supplies.
• Assist with purchasing, invoices, receipts, and routine financial tasks.
• Communicate center policies, schedules, events, and activities to families.
• Assist with compliance with childcare licensing, health, and safety requirements.

Skills

Organizational skills

Time management

Communication skills

Professionalism

Discretion/ confidentiality

Multitasking

Education

High school diploma or equivalent

Associate or Bachelor’s degree in business/education/early childhood

Tools

Microsoft Office

Google Workspace

School-management software

Job description

Description

Position Summary

St. Joseph Early Education Center Administrative Assistant provides essential administrative and front-office support to the Early Education Center, helping ensure a welcoming, organized, safe, and faith-filled environment for children, families, and staff.

Working closely with the Center Director, Assistant Director and teaching staff, this position supports daily operations, family communication, enrollment and student records, scheduling, purchasing, and other administrative functions. The ideal candidate is organized, dependable, professional, compassionate, and committed to supporting the mission and values of the Catholic Church and the organization.

Essential Responsibilities

• Serve as a welcoming and professional first point of contact for children, families, staff, and visitors.
• Answer and direct telephone calls, emails, and other communications in a timely and courteous manner.
• Maintain accurate student, family, staff, and enrollment records while protecting confidentiality.
• Assist with enrollment, registration, attendance, tuition-related documentation, and other administrative processes.
• Support the Center Director with calendars, meetings, correspondence, reports, forms, and special projects.
• Maintain organized office files, records, supplies, and administrative systems.
• Assist with purchasing, invoices, receipts, and other routine financial or bookkeeping tasks as assigned.
• Communicate important information to families regarding Center policies, schedules, events, and activities.
• Assist with maintaining compliance with applicable childcare, licensing, health, and safety requirements.
• Support communication and coordination between the Early Education Center, parish, school, and/or other organizational departments as appropriate.
• Assist with planning and coordinating Center events, family activities, and faith-based celebrations.
• Help create a warm, respectful, and welcoming environment that reflects Catholic values and the dignity of every child and family.
• Maintain professional discretion when handling confidential information.
• Perform other duties as assigned by the Center Director.

Requirements

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree in business administration, education, early childhood education, or a related field preferred.
• Previous administrative, office, school, childcare, or customer-service experience preferred.
• Strong organizational and time-management skills with excellent attention to detail.
• Excellent written and verbal communication skills.
• Ability to interact professionally and compassionately with children, parents, staff, clergy, and members of the community.
• Proficiency with Microsoft Office and/or Google Workspace; familiarity with childcare or school-management software is a plus.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to manage multiple priorities in a busy environment while remaining calm and professional.
• Commitment to the mission and values of the Catholic Church and the organization's ministry to children and families.
• Must successfully complete required background checks, screening, and training in accordance with organizational and regulatory requirements.

Personal Qualities

The successful candidate will demonstrate:

• A welcoming and service-oriented attitude.
• Respect for the dignity and individuality of every child and family.
• Dependability, integrity, and discretion.
• Flexibility and a willingness to assist where needed.
• A positive, collaborative approach to working with colleagues.
• Commitment to creating a nurturing environment where children can learn, grow, and develop in faith.

Physical & Work Environment

This position is primarily office-based within an active Early Education Center environment. The Administrative Assistant may occasionally be required to move throughout the Center, assist with Center activities, and interact with children and staff in classrooms and common areas.