Administrative Assistant

Job Description

Job Description: Administrative Assistant

Reports to: Headmaster

Relevant Work Experience: 3 - 5 years in educational, office management, or related field.

Schedule: Full-Time or Part-Time

Salary: Negotiable range determined by part-time or full-time, commensurate with the Archdiocese of San Francisco pay scales.

Who We Are:

Our Lady of the Pillar Academy (OLPA), located in beautiful Half Moon Bay and within the Archdiocese of San Francisco, is a Catholic, classical grade school.

Our mission is to build abundant lives along the Coastside, through Catholic, classical education.

Founded in 2023, OLPA has experienced tremendous early growth. Bringing together the time-tested approach of classical education and the innovative nature of the technologically-driven area in which we live, we instill Christian virtues, hone skills in logic and rhetoric, and foster a joyful existence in a world often dominated by materialism and despair. We guide our students towards experiencing the timeless treasures of goodness, truth, and beauty in abundance so that we all might know, love, and serve Christ to the fullest!

Who You Are:

Great candidates for this position are passionate people with a love of education, building up the Church on earth, are fierce about wanting great education in the Golden State, and who love serving people-especially the children we teach!

With professionalism and heart, you will help foster a culture of grace and joy with your time on campus so that when you go out to ask others to participate in the mission they can feel the wonder and goodness that they will be a part of by supporting our institution. The administrative assistant will act as the door-keeper so that student, parents, and faculty all have the go-to person to help them with their day-to-day needs and to be directed to clear answers and appropriate avenues when they need help. This role is critical in ensuring the smooth operation of day-to-day activities and supporting our mission of providing a faith-based, high-quality education to our students. The ideal candidate will be a proactive problem solver, highly organized, and a strong communicator with a passion for education and Catholic faith and mission.

OLPA is a Catholic organization, and employees should be in good standing with the Church with a good understanding of Church teaching, and willing to take and oath of fidelity to the Magisterium on all doctrinal matters.

Key Responsibilities:

1. Administrative Support to the Headmaster
- Facilitate diligent and tenacious responsiveness to parent, parent-prospect,
student, and guest needs, with a warm and welcoming environment.
- Manage the school's front office, including answering phone calls, emails, and
other correspondence.
- Help maintain school records, including student enrollment, attendance, ensuring
accuracy and confidentiality.
- Help prepare and distribute school communications such as newsletters, calendars,
and announcements.

2. Event Coordination
- Assist in planning and coordinating school events, meetings, and promotional
events, including logistical support and material preparation.
- Manage RSVPs, volunteer schedules, and supply needs for school activities.

3. Financial and Operational Assistance
- Support the the Gala Auction Committee
- Help process tuition payments and assist with admissions and financial aid
paperwork.
- Order and maintain inventory of school supplies and equipment.

4. Support School Leadership and Staff
- Provide administrative assistance to the principal, teachers, and other staff as
needed.
- Assist the Headmaster with scheduling meetings and school calendar
responsibilities.
- Assist the Headmaster in representing the school before Our Lady of the Pillar
Parish.

5. Technology and Data Management
- Manage school databases and learning management systems, ensuring
information is updated and accessible.
- Provide basic tech support for staff and students, escalating complex issues to IT as
needed.

6. Faith-Based Community Engagement
- Uphold and model Catholic values in all interactions and communications.
- Collaborate with school leadership to incorporate faith into daily operations and
school events.
- Support the promotion of the school's mission within the local parish and broader
community.

Requirements:

- Strongly aligned with Catholic teachings and values; practicing Catholic
- High school diploma or equivalent required; associate's or bachelor's degree preferred.
- 3+ years of administrative experience, preferably in an educational or business office.
- Proficiency in office software (e.g., Microsoft Office, Google Workspace, SIS platforms).
- Strong organizational, multitasking, and problem-solving skills.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Requires occasional evening or weekend hours for school events.

Compensation & Work Schedule

Base Annual Salary commensurate with experience and contingent upon part-time or full-time listing.
HRA (Health Reimbursement Arrangement) - available for full-time employees.
Reimbursement for using your own computer and smartphone for work on the job.
This position is based on 185 on-campus days following traditional administrative calendars.

How to Apply

Interested candidates should submit a cover letter, resume clearly showing years of teaching experience, and three to five references to bhockel@olp.academy

About the Employer

We are a joyfully Catholic TK-8 inspired by faith, reason, and virtue. We strive to nurture our students into strong, vibrant, and successful individuals.

We see our vocation as an extension of family love and authority. Besides helping children on the path of success in this world, our school's mission is to help children discover goodness, truth, and beauty. We believe that Jesus Christ is real and relevant, and we look to him as the greatest model of good teaching that the ancient world and modern world will ever see. "I have come that they may have life, and have it in abundance." Jn. 10:10