Diocese School Office Administrative Assistant

Diocese of San Diego; San Diego (CA); On-site; USD 30,000 - 39,000; Full time

Job summary

Diocese of San Diego is seeking an Administrative Assistant for the Office for Schools (OFS). The role supports the Superintendent and Associate Superintendents, handles reception, records, and communications for 43 Catholic schools in the diocese.

The position is full-time, non-exempt, located at the Pastoral Center in San Diego. Proficiency in Microsoft Office 365 and Google Workspace, strong organizational and interpersonal skills, and confidentiality are required.

Qualifications

• Minimum three years’ experience with administrative and office procedures preferred.
• Demonstrated experience with Microsoft Office 365 (Word, Excel, Outlook).
• Demonstrated experience with Google Workspace (google docs, sheets, forms, etc.)
• Other technical skills: Adobe, Canva
• Excellent written and verbal communication skills
• Excellent people skills and professional demeanor
• Be a self-starter; professional; well organized; detail oriented; able to perform multiple tasks simultaneously; possess a strong work ethic; punctual
• Must be able to maintain confidentiality
• Familiarity with the organizational structure and practices of the Roman Catholic Church and its schools
• Registrations: Driver’s license preferred, as this position does require travel to diocesan sites during special events.
• Bilingual in Spanish is preferred but not required

Responsibilities

• Provide receptionist services for OFS
• Answer telephones, take messages and direct calls appropriately
• Respond to inquiries from principals, teachers and pastors, provide support and clarify policies
• Receive and route OFS mail
• Maintain OFS files, rosters and computer records
• Design and maintain databases
• Coordinate OFS reporting (e.g., NCEA reports, annual statistical reports, DOJ reporting, and other reporting)
• Assist in coordinating in-service days, annual school leadership retreats, and other events planned by the OFS. Related responsibilities include space reservations, coordinating vendors, setting up venues, ordering/purchasing food, drinks, and supplies, and cleaning up after events
• Schedules Pastoral Center rooms for meetings and events, provides set up and hospitality when needed
• Coordinates activities related WASC/WCEA accreditation process
• Maintains OFS e-newsletters, social media, and updates website
• Prepare and edit office correspondence, communications, presentations and other documents
• Prepares OFS Master Calendar
• Other duties as assigned by Superintendent of Schools

Skills

Communication skills

People skills

Self-starter

Organized

Confidentiality

Spanish bilingual

Tools

Office 365

Google Workspace

Adobe

Canva

Job description

Diocese of San Diego is seeking an Administrative Assistant for the Office for Schools (OFS). The role supports the Superintendent and Associate Superintendents, handles reception, records, and communications for 43 Catholic schools in the diocese.

The position is full-time, non-exempt, located at the Pastoral Center in San Diego. Proficiency in Microsoft Office 365 and Google Workspace, strong organizational and interpersonal skills, and confidentiality are required.