Administrative Assistant

Job Description

The role of Administrative Assistant for the Diocese of Charlotte Catholic Schools Office is a key staff position primarily responsible for promoting and maintaining positive public relationships with the Catholic Schools Office and its stakeholders, including staff, clergy, school administrators, parents, and other community members and outside entities. In this capacity, the Administrative Assistant will act as a primary point of contact for the CSO.

The position includes the performance of a variety of duties to assist the CSO, including advanced administrative assistant functions, the ability to use office productivity software, create presentations, develop and maintain spreadsheets and databases, and use a variety of digital communications tools. She/he will also be responsible for managing the efficient functioning of the day-to-day tasks of an educational central administrative office, including scheduling and meeting management, timely communications, maintaining office equipment, managing travel arrangements, expense reports, tracking school-related information, deploying mass mailings, and providing other assistance as required.

KEY RESPONSIBILITIES:

- Assists in Managing Licensure o Works with CE Tracker to create a database for Professional Development CEUs
- Assists with the creation of Diocesan licenses and State Initial Licenses
- Assists with e-rate & government title responsibilities as needed and requested.
- Assists with the teacher & administrator contract process by collecting, reviewing & maintaining electronic & paper contract documentation
- Assists the Program & Office Manager with planning meetings
Coordinates and takes notes for meetings, including MACS Cabinet meetings, filing, and distributing as needed
- Procures, compiles, and reviews CSO communications for the Curia Cabinet
- Prepares and maintains diocesan spreadsheets and databases, creates and maintains organized files and reports
- Uploads and manages all documents for Nimbus and Crypta, and ensures that they are updated
- Organizes all CSO files in filing cabinets
- Professionally communicates with Clergy, Principals, Parents, and other stakeholders both verbally and in writing, including mass mailings, phone inquiries, and email correspondence
- Manage the check-in/check out process for our CSO-branded items (table cloths, banners, printed materials, etc.)
- Under the direction of Development, facilitates scholarship acquisition by preparing documents for signature, requesting funds for distribution, and serving as direct line of communication with principals (Assistant Superintendent remaining as direct line of communication with Diocesan Development Office)
- Work closely with the MACS Administrative Assistant and Hispanic Liaison on MACS & CSO Cultural initiatives and birthday acknowledgement
- Works with the Director of Advancement on Constant Contact Communications & Canva projects
- Provides direct support to the Superintendent
- Help other office members as needed

POSITION REQUIREMENTS:

Education
- High School Diploma

Experience
- Strong verbal, written, and analytical skills.
- Proficiency with computers, word processing, spreadsheet software, Canva, Constant Contact/Mailchimp, and Windows.

Physical
- Ability to sit for extended periods
- Basic communication skills
- Fine manipulation (e.g., using a keyboard or mouse)
- Far visual acuity (e.g., reading from a screen)

To apply, click on the link below:
https://recruiting.paylocity.com/recruiting/jobs/Details/3425527/DIOCESE-OF-CHARLOTTE/Administrative-Assistant

About the Employer

To provide an immersive, accessible and authentically Catholic environment where every student can respond to their vocation to holiness and pursue excellence as fully alive disciples of Christ who transform the world.