Office Manager

Xavier College Preparatory; Tempe (AZ); On-site; USD 40,000 - 55,000; Full time

Job summary

Xavier College Preparatory in Tempe, Arizona, is seeking an Office Manager to provide central administrative support and ensure efficient daily operations. The role models Catholic values and involves supervising clerical personnel, planning school events, and managing social media communications.

The ideal candidate should have a high school diploma, relevant administrative skills, and a willingness to adhere to the Diocese Code of Conduct.

Qualifications

• Willingness to sign and adhere to the Diocese Code of Conduct.
• Must possess a current valid FBI (IVP) Fingerprint Clearance Card.
• Experience maintaining databases and organizing events.

Responsibilities

• Ensure efficient daily operations and manage office procedures.
• Supervise clerical personnel and coordinate assignments.
• Plan and direct school Open Houses and events.

Skills

Organizational skills

Interpersonal skills

Written and verbal communication

Proficient in Microsoft Office Suite

Ability to maintain confidentiality

Education

High school diploma or GED

Tools

Google Suite

Canva

Greater Giving Event Software

Job description

Purpose and Scope

The Office Manager serves as the central administrative support for Our Lady of Mt. Carmel School, ensuring efficient daily operations and fostering a welcoming, professional environment rooted in Catholic values. Supporting the principal, faculty, staff, students, and parents, this role manages office procedures, communications, records, and various administrative functions. The Office Manager models the school’s values, maintains confidentiality, and demonstrates a spirit of service while balancing multiple priorities with strong organizational skills and attention to detail.

• Welcoming Spirit – We greet all who enter our doors with hospitality, warmth, and compassion.
• All In – We take passionate ownership of our work and the mission.
• Team Player – We are humble, collaborative, and place the needs of the team above our own.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office Administration & Coordination

• Organizes, prioritizes, and ensures the timely completion of daily administrative tasks.
• Supervises clerical personnel: coordinates assignments, reviews progress, and balances workloads to ensure efficiency.
• Attends and actively participates in staff meetings, retreats, school-wide events, and other team-building and formation activities.
• Assists other personnel in completing tasks to ensure smooth school operations.

Admissions

• Plans, advertises, and directs School Open Houses, New Family Nights, and new family tours as requested by the principal.
• Develops and maintains a database for families interested in the school.
• Plans an annual master calendar of development events to increase enrollment and develops strategies for increasing enrollment by encouraging active Catholic families to enroll.

Public Relations and Social Media

• Welcomes and assists students, parents, and visitors, providing guidance and support services as needed.
• Works with the Parish secretary to publish information about the school in the Church bulletin.
• Coordinates school social media to ensure event information and school engagement opportunities are effectively communicated.
• Consistently updates the school website with new photos and information, including updating banners.
• Posts on social media daily throughout the week.
• Assists in major events including the Kinder program, Greek celebration, graduation (ordering materials, awards, programs, etc.).
• Assists in planning/set-up/cleanup of hospitality events including staff lunches, celebrations such as retirement events.
• Assists with “Coffrees”—planning, purchases, setup, cleanup.

Fundraising Events

• Coordinates and oversees the planning and execution of the annual Gala through collaborative leadership and volunteer development.
• Oversees recordkeeping, acknowledgements, solicitation reports, and all correspondence related to the Gala or donations received.
• Researches and identifies new grant funds to offset the Gala and school purchases.
• Coordinates purchasing of promotional materials, including but not limited to signage, letterheads, uniforms, and other items.

Other Duties

• Assists with morning, lunch, and dismissal duties.
• Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice as deemed necessary by the Principal.

Minimum Qualifications And Requirements

• High school diploma or GED required; additional education or training preferred.
• Willingness to sign and adhere to the Diocese Code of Conduct.
• Must possess a current valid FBI (IVP) Fingerprint Clearance Card.
• Proficient in computer applications including Microsoft Office Suite (Word, Excel, Power Point), Google Suite (Gmail, Drive, Docs, Sheets), Canva, and any other relevant software.
• Must have knowledge and understanding or ability to learn Greater Giving Event Software.
• Must have experience maintaining databases and organizing events and activities.
• Active participant in the Diocese of Phoenix Safe Environment Program, with current ongoing certification and renewal.
• Strong interpersonal skills with the ability to interact effectively and professionally with staff, families, students, and parish members.
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail and the ability to manage multiple tasks.
• Able to work effectively under pressure and adapt to changing priorities.
• Demonstrated ability to maintain confidentiality and exercise good judgment.
• Ability to work some nights and weekends as events occur.
• Preferably a practicing Catholic in full communion and in good standing with the Church; employee should support and uphold the mission, values, and teachings of the Roman Catholic Church.
• Occasional off-site work may be required.
• Substitute teaching certificate preferred.

Physical Demands

• Work is performed primarily in an office environment.
• Ability to remain in a stationary position for extended periods while operating a computer.
• Ability to lift up to 20 pounds occasionally.
• Ability to move within parish facilities and attend off-site diocesan meetings or trainings as required.

Work Environment

This role is performed in a school office environment that requires frequent interaction with students, parents, faculty, and parish members. The ability to work collaboratively in a faith-based community is essential.