Office Coordinator

Description

Job Summary 

Holy Trinity Catholic School is seeking an Office Coordinator that fulfills the mission of the Catholic school by registering and organizing student and family files and reports for the school.  The Office Coordinator has decision-making responsibilities within essential job functions, in keeping with school policies.  The position is hired and evaluated by the principal. 

Ministerial Character
Catholic schools in the Diocese of Austin are canonically obedient to the Bishop and assist him in fulfilling his ministry and canonical obligations.  Pastors, presidents, and principals serve as leaders of the schools to make Christ's mission present and enduring in the schools.  In order to fulfill Christ's mission, the school leaders employ suitable, chosen collaborators, sharing with them Christ's mission and entrusting to them various responsibilities.

Positions employed in this School help extend the ministry of the School leaders in particular ways as outlined in the job description.  The employee in this position is closely connected to and assists the School leaders in the performance of their ministry and, therefore, engages in ministry for the Church.

Requirements

 Essential Duties

• Supports and upholds the philosophy of Catholic education and the mission of the school
• Acts as a witness to Gospel values by modeling the teachings of the Catholic Church
• Supports and adheres to the Code of Conduct and policies and procedures of the school and Diocese
• Prepares statistical reports as needed
• Maintains confidentiality regarding school matters
• Provides student data entry and record maintenance for the Administration and College Advisor
• Maintains accurate student and faculty/staff attendance records 
• Contacts parents for attendance and medical information
• Maintains the accuracy of the school’s student/family database and serves as the school resource for questions
• Communicates effectively within the school community and with prospective families
• Meets staff development guidelines as set forth by the Diocese/local administration 
• Demonstrates professionalism in conduct, demeanor, and work habits
• Maintains a work schedule that maximizes availability to the school, students and staff
• Collaborates with peers to enhance the work environment and support instructional planning 
• Maintains photography permissions and shares with school personnel
• Manage and monitor family’s  FACTS account 
• Coordinates with the administration regarding teacher substitution and provides paperwork to substitutes 
• Provides comprehensive secretarial duties for the principal and school office
• Assists in maintaining the school’s main calendar
• Serves as a professional representative of the principal and school
• Manage the front desk by welcoming visitors and routing phone calls.
• Receive, sort, and distribute daily mail, packages, and couriers.
• Maintain an organized reception area and monitor inventory levels to order office supplies. 
• Oversee visitor access, monitor security procedures (e.g., issuing visitor badges), and maintain employee sign-in/out logs 
• Serve as the EIM coordinator
• Serve as the health coordinator

Knowledge, Skills, and Abilities

• Knowledge of the basic teachings of the Catholic Church 
• Able to serve as a professional ambassador and representative of the school 
• Able to communicate effectively in both written and verbal form 
• Able to work well with others in the school community
• Skill in handling multiple tasks simultaneously 
• Skill in organizing and relating information in an understandable format
• Skill in job appropriate technology 
• Skill in critical thinking and planning

Minimum Qualifications

Education:

• Bachelor’s degree

Experience:

• None required

Certifications and Training:

• Must submit an Ethics and Integrity in Ministry (EIM) Application for Ministry within the first week of employment, participate in an EIM Basic abuse prevention training workshop within 60 days of submitting a complete Application for Ministry, and maintain EIM compliance during the entire term of employment.

Working Conditions

• Required to work some nights and weekends
• Required to manage high to moderate levels of stress
• Required to work in standard office and school conditions 

Employee Certification 

All employees must adhere to the Catholic Schools Standards of Conduct, the Diocese of Austin EIM policies, and the social, ethical, and moral teachings of the Roman Catholic Church as interpreted by the Bishop of Austin.

Texas is an “at-will” employment state.  Letters of employment are not contracts, nor do they bind the employer or the employee to a predetermined time or guarantee of employment.

By my signature below, I verify that a copy of this document has been provided to me and I have had an opportunity to review it and discuss its contents.  I understand this document does not create or imply any employment contract or agreement, and is meant only to be a guide to me in my regular duties.  I understand that tasks or assignments may be added or removed from the job description by my supervisor at any time, without notice.