26-27 Auxiliary Administrative Assistant

POSITION DESCRIPTION

St. Catherine's School is an Episcopal day school in Richmond, Virginia, founded in 1890 enrolling roughly 950 girls age 3 through grade 12.  Located on a 16-acre campus in the western part of the city, St. Catherine's core values include pursuing academic excellence, developing character, nurturing spiritual growth, celebrating individuals, and building community.

St. Catherine's School provides a rigorous education that prepares girls with diverse perspectives for a lifetime of learning, leadership, and service in a global community.

POSITION OVERVIEW

The Auxiliary Administrative Assistant provides administrative, operational, and customer service support for the school’s auxiliary programs, including Brilliant Summer Camp, After-school Clubhouse, facility/vendor rentals and other special programs as needed. Works closely with the Director of Auxiliary Programs and Director of After School Enrichment and Programming for Lower School. 

Supervisor: Director of Auxiliary Programs & Services

Supervisory Responsibilities: N/A

Position Status: Salaried, non-exempt, full-time, regular, 12-month schedule

Hours of Work: 10am-6pm Monday - Friday

ESSENTIAL RESPONSIBILITIES

Administrative:

• Oversee registration for all auxiliary programs to include monthly database management, enrollment administration, and reporting (i.e CampBrain, complex spreadsheet)
• Assist with invoicing, payment tracking, purchase orders, and budget documentation 
• Partner with business office to coordinate student billing
• Manage registration requests, changes, cancellations, refunds & declined payments
• Coordinate supplies, materials, and inventory for auxiliary programs 
• Ensure the database for auxiliary programs is accurate and comprehensive
• Collect, track, and maintain all afterschool student and camper documentation meets program compliance and standards
• Assist with seasonal staff recruiting, onboarding, and orientation 
• Coordinate summer program communications for families via phone, email, and weekly summer updates 
• Coordinate scheduled field trip transportation and related logistics
• Maintain and update SaintsNet Clubhouse records on a monthly basis
• Act as backup support for Clubhouse vendor management
• Coordinate with divisions to determine event/room requests
• Assist with instructors: meet with instructors; order needed supplies
• Assist Director of Afterschool Programming and Enrichment for Lower School as needed
• Cover Clubhouse front desk daily 4-6pm

Vendor Rentals & Facilities Use:

• Coordinate facility rental inquiries; scheduling, contracts, Site Supervisor availability, and logistics for outside vendors and community partners
• Act as first line of communication with vendors regarding rental agreement process, access, setup, and billing procedures
• Maintain facility rental calendars and supporting documentation
• Assist in ensuring compliance with school policies and facility use agreements

PHYSICAL DEMANDS AND WORK ENVIRONMENT

While performing the duties of this position, the employee is required to sit; stand; walk; use hands to manipulate, handle and feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out; and smell. The employee may occasionally lift or move up to 50 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

TRAVEL

Travel is not a requirement for this role. 

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

St. Catherine’s School does not discriminate on the basis of race, gender, sexual orientation, or national and ethnic origin in the administration of its hiring practices. St. Catherine’s School is committed to providing an inclusive educational environment. We actively engage students, families, faculty and staff from diverse backgrounds and experiences. Our School community respects the differences in ethnicity, race, religion, sexual orientation and socioeconomic status. St. Catherine’s fosters in our students, and experts from all others, respect for the dignity and wholeness of every person. For more information about the school’s Access, Equity and Belonging please follow this link https://www.st.catherines.org/about/access-equityandbelonging. 

CONDITIONAL OFFERS

An offer of employment for this position is contingent upon the applicant’s right to work in the United States, authorization for and completion of successful background checks as may be requested by the school or required by law. 

BENEFITS

St. Catherine’s School offers a highly competitive compensation package for this full-time position with benefits to include excellent health plan options, retirement benefits, exhaustive professional development and networking opportunities as well as state-of-the art facilities.

Note:  This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification.  This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position.  Nothing contained in this position description restricts St. Catherine’s School’s right to assign or reassign duties and responsibilities to this position at any time.

REQUIREMENTS AND QUALIFICATIONS

• High School Diploma; Associate’s degree preferred
• 3+ years of administrative experience; Previous school, camp, or customer service experience preferred 
• Strong organizational, multitasking, and communication skills 
• Proficiency in Microsoft Office, Google Workspace, and comfort with database/enrollment systems
• Professional demeanor with strong interpersonal skills
• Ability to maintain confidentiality and exercise sound judgment   
• Positive attitude and energy
• Demonstrate adaptability to new and evolving technology
• Proficiency with oral and written communication
• Flexibility and reliability
• Customer service focused