Administrative Assistant

Job Description

Administrative Assistant

Chesterton Academy of St. Padre Pio is seeking a detail-oriented Administrative Assistant to support daily operations of the school. The ideal candidate will be a faith-filled, joyful individual who is self-motivated and has excellent time-management and computer skills. This position is part-time, 20 hours per week, with the possibility of an increase in hours based on performance.
To apply, please send cover letter and resume to Jerome Scarcella at jscarcella@chestertonsarasota.org.

Key Responsibilities

1) School Relations - Serve as primary point of contact for inquiries via phone and email, providing timely and professional responses

2) Billing & Invoicing - Process payments, generate invoices, track outstanding balances, and reconcile accounts

3) CRM Management - Maintain accurate records, update contact information, and ensure data integrity across all systems

4) Phone Support - Answer incoming calls, direct inquiries to appropriate staff, and provide information about the school.

5) Marketing Support - Prepare and distribute mailers, promotional materials, and digital communications to current and prospective families and supporters.

6) Registration Processing - Manage student registrations, collect required documentation, and maintain organized student files

7) Calendar Management - Schedule meetings and maintain awareness of key school deadlines. Track PTO, sick time, etc. for faculty

8) Office Administration - Order supplies, organize files, and maintain efficient office operations as well as manage student attendance, nursing and sickbay, and safety including emergency drills and procedures

9) Events planning - Assist Administration or specific committee chair with planning and logistics for school activities, including:
o Open Houses
o Parent Meetings
o Frassati Fridays
o Advent Concert, Christmas showcase and Fine Arts Night
o Other events such as youth rally, pro-life activities, graduation, vocation talks and college visits

10.) Oversee volunteer management - Ensure all volunteer roles are staffed

Qualifications

- Strong organizational skills and attention to detail
- Excellent communication and collaboration skills
- Ability to handle confidential information responsibly
- Proficiency in Microsoft Office and Google Suite
- Knowledge of school management and CRM software (Tads, Educate, Givebutter, Canva)
- Ability to multitask in a deadline-driven environment
- Knowledge of Catholic faith

About the Employer

The mission of Chesterton Academy of St. Padre Pio is to help parents raise up a new generation of joyful leaders and saints, educated in the classical tradition and the truths of the Catholic faith. Our rigorous, integrated academic curriculum unlocks student's potential and prepares students to succeed in college. Most importantly, it prepares students to follow Jesus Christ through service to family, profession and country.