Administrative Assistant - Office of Catholic Schools

Catholic-Diocese-of-Arlingto; Arlington (VA); On-site; USD 34,000 - 39,000; Full time

Job summary

The Office of Catholic Schools in the Diocese of Arlington is seeking an Administrative Assistant for Professional Education to support teacher recruitment, licensure and catechist certification, and provide receptionist duties for a busy office.

You will maintain files, process licenses and certifications, assist with salary proposals, and support leadership accreditation activities, while ensuring smooth operations and accurate record keeping across multiple schools.

Qualifications

• Strong Microsoft Office proficiency including Word, Excel, PowerPoint, Outlook, Forms and Teams.
• Excellent verbal, written, and interpersonal communication abilities.
• Strong planning and organizational skills with attention to detail.

Responsibilities

• Manage contracted employee files and teacher/principal applications.
• Maintain hardcopy files and drive toward digital record keeping.
• Process contracts, licensure and recertifications; update records.
• Support Leadership and Accreditation activities and DFE processes.
• Coordinate receptionist duties and office communications.

Skills

MS Office proficiency

Communication skills

Organizational skills

Education

High school diploma or equivalent

Job description

Hourly rate: $25-$28

POSITION SUMMARY:

The Office of Catholic Schools (OCS) oversees 37 parish schools, 4 high schools and 3 stand-alone pre-schools in the Diocese of Arlington. The Catholic Schools of the Diocese of Arlington are an essential component of the educational ministry of the Church. Our schools are committed to providing an education rooted in the Gospel of Jesus Christ where Catholic doctrine and values, and academic excellence prepare each student for a life of faith, service and integrity. Our schools aspire to be joyful communities where educators and staff reflect the good news of the Gospel to learners in ways that draw them closer to Christ. The Office of Catholic Schools’ mission is to support schools in the accomplishment of these objectives.

The Administrative Assistant for Professional Education supports the mission of OCS in the areas of teacher recruitment, licensure/certification, and catechist certification. This position also provides support for the Assistant Superintendent for Leadership and performs periodic receptionist and other duties as assigned that are necessary for the smooth functioning of the office.

PRINCIPAL DUTIES:

• Contracted Employee Files

• Processes teacher and principal applications and application materials.

• Maintains hardcopy teacher and principal files and will be part of a process of moving towards fully digital record keeping.
• Processes contracts for teachers and administrators for Superintendent’s signature.
• Processes Virginia and VCEA licensure and recertifications as well as catechist certifications.
• Maintains the licensure/certification database of teachers and principals to ensure all are kept current.
• Completes an annual review of teachers’ files for each school which is sent to the principals to ensure accountability.
• Provides documentation of earned certification points for applicable meetings or events.
• Processes Out-of-Service Reports and inactive files for departing contracted employees.
• Reviews/processes all high school, stand-alone preschool and non-PowerSchool school evaluations.
• Revises annual Principal and Teacher Salary Scale proposals.

• Supports the Assistant Superintendent for Leadership and Accreditation.

• Design for Excellence (DFE) Process
• Maintains visit lists and communications.
• Secures teachers and administrators to serve on DFE accreditation teams.
• Ensures DFE chairpersons and principals have needed information.
• Updates DFE Manual as needed.
• Maintains directories for Preschool and Extended Day Personnel as well as their VCEA Early Childhood and Extended Day Programs Manual.
• Updates VCEA Annual Report each summer and posts to website.
• Teacher Job Fair
• Creates advertisement flyers.
• Creates registration surveys for participating schools and potential teachers.
• Manages communications regarding the event.
• Gathers materials, sets up and attends the event.
• New Teacher Orientation
• Creates flyers.
• Creates the registration survey and maintains the database of new teachers.
• Manages communications to promote the event.
• Assists with the creation of materials, sets up and attends the event.
• Receptionist Duties
• Answers calls to the Office for Catholic Schools and provides answers or directs calls to appropriate individual.
• Schedules conference rooms, provides attendee list to main desk receptionist, and provides parking passes and instructions to visitors.
• Supports other events as needed.
• Processes eCommunities login information for staff and faculty of non-Schoology schools.
• Updates and maintains contact lists in Outlook.
• Additional duties as assigned, including occasional “all hands” events for the Office of Catholic Schools (e.g. Opening Mass and Professional Development Days)

RESPONSIBILITIES AND AUTHORITY:

• Supervision Received
• From the Assistant Superintendent for Leadership and Accreditation. Exercises no discretion or independent judgment with respect to matters of significance.

Physical Demands/Working Environment

• While performing the duties of this job, required to have ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 – 50 pounds
• Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read
• Frequently required to sit, hear, talk and use repetitive motion of the hands/wrists
• Work performed in and out of the office setting
• Occasional travel to schools throughout the diocese is required.
• Occasional evening and/or weekend work is required
• Work is performed in an individual, well-lighted office. The noise level is usually low. The space is wheel chair-accessible

QUALIFICATIONS:

• Knowledge/Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Forms and Teams); highly proficient in use of common office equipment, including copiers and scanners; strong verbal, written, and interpersonal communication skills; strong planning and organizational skills with a keen attention to detail; ability to use basic accounting or related computer programs to process and keep records; ability to comprehend and apply specialized nomenclature, systems and procedures; ability to handle sensitive situations appropriately and with discretion and confidentiality; high level of energy and enthusiasm; active listener; team player

• Education: High school graduate or equivalent.

• Licenses/Certifications: Valid driver’s license must be maintained at all times.

• Years and Types of Experience: 2 to 4 years’ office experience, preferably in a school-related environment.