Administrative Assistant - Main Office Substitute

Reports to: Dean of Faculty & Academics or Dean of Student Life and Formation

Classification: Non-Exempt | Substitute/On-Call

Position Summary: The Administrative Assistant – Main Office Substitute provides on call administrative support by filling in for main office personnel during absences. This role ensures continuity of front office operations by delivering exceptional customer service, maintaining accurate records, and supporting daily administrative functions throughout the school.

Mission:

• Acts in a manner consistent with the mission and teachings of the Catholic Church, the Mission and Heritage of the Sisters of the Humility of Mary, and the Mission, Values, and beliefs of Magnificat High School.
• Works to build a respectful, inclusive, and equitable, community with students, colleagues, parents, and others where all students feel respected, valued, and can thrive.
• Respects the racial, ethnic, religious, and socio-economic diversity of all students, faculty and staff.
• Utilizes a student-centered approach in collaboration with all community members to develop and support programming in alignment with the school’s Mission, Values, and goals.
• Employs a restorative approach in developing and maintaining relationships with students, families, and staff.

Major Responsibilities:

Reception and Front Desk

• Serve as the initial point of contact for students, parents, visitors, and staff
• Greet, screen, and direct visitors in a courteous and professional manner
• Answer and route incoming telephone calls and respond to general inquiries
• Monitor visitor check-in procedures and uphold building security protocols
• Receive, sort, and distribute mail, deliveries, and other correspondence

Attendance and Student Records

• Record and maintain accurate daily student attendance
• Process late student arrivals, early dismissals, and authorized releases
• Communicate attendance information with parents and staff as appropriate
• Maintain confidentiality and accurate student records 

Administrative and Clerical Support

• Provide clerical support to building administrators and office staff
• Prepare, organize, and file documents, correspondence, and reports
• Operate standard office equipment including copiers, scanners, and multi-line phone systems
• Assist with entering data into school systems as needed
• Assist with scheduling appointments, meetings for administrators
• Complete other office-related duties as assigned to support daily operations

Other Responsibilities

• Completes other duties as assigned

Position Qualifications:

Education: 

• High School diploma or equivalent, required.

Work Experience:  

• Previous office, customer service, or school administrative experience preferred. 

Knowledge:

• Proficiency in Google Workspace and Blackbaud, preferred

Skills and Competencies: 

• Excellent verbal and written communication skills
• Strong interpersonal skills and a welcoming demeanor
• Ability to prioritize tasks and adapt to changing assignments
• Demonstrated ability to maintain confidentiality and professionalism
• Ability to work independently and collaboratively within a team environment

Qualities:   

Commitment to fostering a welcoming environment for students, families, staff, and visitors

Required clearances for employment:

BCI/FBI fingerprinting check

Virtus Training

References Checked