Valley Catholic Elementary School is searching for a full-time Administrative Assistant. The Administrative Assistant serves as a welcoming presence and vital support to the mission of our Catholic school. This individual plays a vital role in supporting daily school operations, ensuring efficient administrative processes, and providing exceptional service to students, families, faculty, and visitors.

This position supports the daily operations of the school office while promoting a faith-filled environment grounded in Catholic values. The Administrative Assistant ensures accurate attendance reporting, effective communication with families, student health and safety support, and coordination of school programs and events.

Benefits

Medical/Rx/Vision Insurance
Dental Insurance
Basic Life AD&D Insurance & LTD
Flex Spending for Medical & Dependent Care
403(b) Plan with Employer Contribution
Employee Assistance Program

Key Responsibilities:

Front Office

Greet and assist students, parents, staff, and visitors in a professional and friendly manner.
Provide assistance to students who are ill, arriving late, or leaving early.
Answer and direct incoming phone calls and email.
Track daily attendance and communicate with families regarding absences when necessary.
Manage visitor check-in procedures.
Manage ID badges, substitute technology, and secure records.
Maintain a clean, organized, and welcoming front office environment.

Administrative support

Provide administration support to the school team.
Maintain student records in accordance with school policies and confidentiality standards.
Provide daily operation reports to the principal including attendance and absences.
Prepare and distribute school communications (e.g., Friday Five newsletter).
Assist with the coordination of report cards, progress reports, conferences, and re-enrollment process.
Maintain accurate and organized student records and cumulative files.
Oversee and maintain accurate student immunization records, ensuring all documentation meets school and state compliance requirements.
Support required diocesan and NCEA reporting.
Assist with scheduling meetings, events and school activities, as needed.
Prepare correspondence, reports, forms and internal communication.
Comfortable leveraging technology to streamline workflow and support team operations.
Manage incoming and outgoing mail and deliveries.
Maintain overall tidiness of the office, health room and copy room.
Provide basic care in the health room as needed and document all visits in accordance with school policy and confidentiality guidelines.

Student & Family Support

Serve as a point of contact for parent inquiries.
Support volunteer coordination.
Assist with attendance tracking and documentation.
Support enrollment, admissions and registration process.
Coordinate communication between families and faculty as needed.

Event & Community Support

Support enrollment and admissions processes.
Assist with major school events (Open House, Jog-a-Thon, Christmas concerts, school photos, conferences).
Participate in the coordination of beginning- and end-of-year procedures.

Qualifications

Education & Experience Required

High school diploma or equivalent.
2 years administrative or office, or customer service experience.
Strong written and verbal communication skills.
Excellent organizational and multitasking skills.
Ability to manage competing tasks effectively.
Ability to maintain confidentiality and exercise sound judgement.
Comfortable working in a busy environment with young children.
Analytical problem-solving skills.
Customer service mindset rooted in hospitality and grace.
Ability to multitask in a fast-paced school environment.
Collaborative spirit with faculty, staff, parish, and families.

The person employed for this position must be able to verify identity, employment authorization, complete a background check, and complete a fingerprint check.

SSMO Sponsored ministries encourage people from all backgrounds, communities, and industries to apply.

This is a non-management position

This is a full time position

SISTERS OF ST MARY OF OREGON MARYVILLE CORPORATION

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Administrative Assistant