Main Office Assistant

ABOUT NOTRE DAME HIGH SCHOOL

Notre Dame High School, a Catholic, college preparatory school sponsored by the Congregation of Holy Cross, educates the hearts and minds of students who are diverse in ethnicity, talent, and culture. As a community of faith, Notre Dame strives to form each student – spiritually, intellectually, and socially – to recognize the dignity of all persons and to serve the evolving needs of the world. Notre Dame faculty are expected to be men and women of integrity and able to espouse Catholic, Holy Cross, and Notre Dame mission values that will set a positive example for all students.

OVERVIEW OF POSITION

The Main Office Assistant is a year-round, full-time, nonexempt, staff position reporting to the Principal’s Executive Assistant. The Main Office Assistant is responsible for greeting, guiding, and supporting all who come into the Main Office including parents, teachers, staff, administrators, students, and visitors. The assistant also provides administrative support to the Principal and Vice Principals as directed by the Principal’s Executive Assistant. 

This position is expected to be on campus year-round Monday through Friday. On occasion, this position will require some extended hours, nights, and/or weekend attendance for events like August faculty meetings, new student orientation, Baccalaureate Mass, Commencement, Open House, etc. 

PRIMARY RESPONSIBILITIES

• Arranges for substitute teachers to cover classes when teachers are absent.
• Receives same day substitution requests from faculty via email, voicemail or text messages. Must be available to receive faculty/VP of Instructions text messages starting at 6:30 a.m.
• Schedules substitute teachers (contact inside faculty or outside approved substitutes).
• Schedule and arrange substitutes for all planned absences (retreats, professional growth, athletic competitions, etc.)
• Procures all necessary assignments and information for the absent teachers including but not limited to: lesson plans, class rosters, seating charts, special instructions, etc.
• Submits hours for compensation to the business office on behalf of outside substitutes on a hard copy timesheet.
• Answers phone calls and responds to voice mails directed to the Main Office extension through the automated office phone system.
• Greets visitors, parents, students, and guests and directs them as necessary.
• Processes postage on any outgoing mail, opens mail and distributes to staff/faculty (main office and faculty mail/copier room).
• Receives UPS, Fed-Ex, etc. boxes; notifies recipients, and coordinates delivery and/or pick up.
• Processes Work Permits for students (regular).
• Maintains records for field trips and field trip permission slips, files, returns or discards them as necessary.
• Supports other departments and Main Office with administrative support as directed by the Principal’s Executive Assistant.
• Assists with projects (events, meals, etc.) as directed by the Principal’s Executive Assistant. Engage in the life of the school community through presence at school Masses, assemblies, rallies, class retreats, sporting events, visual and performing arts events, etc.

• High School diploma.
• Education or experience in modern office practices.
• Strong social skills and a welcoming demeanor.
• Ability to multitask in a fast-paced environment.
• Ability to maintain strict confidentiality.
• Flexibility to occasionally work evenings and weekends.
• Ability to relate to high school students and parents.
• Willingness to collaborate, problem solve and share best practices with colleagues.
• High-level of familiarity and competence across cultures and multiple perspectives.
• Familiarity with and competence in technology skills (MS Office, Google Workspace; other school information systems such as Blackbaud, Canvas a plus). 
• Possession of a valid driver's license and access to reliable transportation.
• Commitment to justice, equity, diversity, and inclusion in educational practices aligned with Notre Dame's Holy Cross Catholic mission.