Middle School Administrative Assistant at The Catholic Diocese of St. Petersburg

The Academy of the Holy Names is an independent, Catholic, coeducational elementary school and a college preparatory high school for young women, sponsored by the Sisters of the Holy Names of Jesus and Mary.
Our mission
The Academy of the Holy Names is a Catholic, independent school founded and guided by the Sisters of the Holy Names of Jesus and Mary. In a faith community of exceptional love, the Academy empowers students to be authentic individuals who, in pursuing their highest academic potential, engage in critical thinking, are inspired by creativity, and lead culturally aware, spiritually rich lives.

 
Middle School Administrative Assistant

Reports to: MS Principal
 
Classification: 12- Months, Salaried Employee
 
Responsibilities:
20%  =  Creating a Welcoming Environment 
1. Create a welcome presence in the MS entrance space for all students/staff/visitors (including but not limited to oversight of the reception waiting area, decor, signage)
2. Ordering of supplies for the MS teacher lounge 
3. Entry phone calls and first point of contact in-person duties

50% =  Supporting the MS Administration 
1. Handling of substitute needs for all middle school teachers 
2. Coordinate all teacher absences for MS 
3. MS attendance and sign in for tardy students, pull weekly reports for administration to track attendance 
4. Assist the principal and all members of the middle school Admin team with various duties as needed
5. Attending weekly admin meeting and circulating minutes from each meeting 
6. Manage the Principal's calendar.  Handle all manners of appointment scheduling as needed/requested (Zoom, Google Meet, Teams, in person, phone conference)
7. Support the MS principal with the management of Paycom & MS Budget (tracking & check requests)
8. Assist in scheduling parent meetings for MS Assistant Principal for space and time considerations
9. MS supplies ordering, (Amazon & various vendors)
10. Support the MS principal with the CE tracker for MS teachers
11. Distribute MS mail on a daily basis
12. Assist in travel arrangements for out-of-state conferences 
13. MS conference sign ups
14. Assist MS report card process
15. Create the student schedule and MS bell schedule in Veracross
16. Handle transcripts/ record request for MS students
17. Assist with various academic programming needs (Terra Nova, spelling bee and vocabulary competition)

15% = Support with MS Communications
1. Creation of the MS bulletin/ MS workflow calendar
2. Create informational weekly slides for MS school tv monitors
3. Communicate with parents on an as-needed basis

10% = Direct support of school events 
1. Help coordinate the EOY awards & mailings, including graduation events for the 8th graders (Script and ordering materials)
2. Assist with event & field trip coordination throughout the school year
3. Assist with MS admissions events

5% = Miscellaneous 
1. Assist with rostering online programs and subscriptions 
2. Assist with other duties as assigned by the MS principal
 
The Academy of the Holy Names does not discriminate based on race, faith, nationality, or ethnic origin in its hiring process nor in the administration of educational policies, admission policies or tuition-assistance programs, athletics, or other school-administered programs. The school admits students of any race, faith, nationality, or ethnic origin, and gives to all student�s rights, privileges, programs, and activities generally accorded or made available to all members of the student body. In accordance with its mission, the school seeks a population composed of many different voices, viewpoints, and backgrounds. The Academy of the Holy Names is a designated drug-free workplace.

Employment is contingent upon the successful completion of a Level 2 Background Screening.