High School Administrative Assistant

Siena Catholic Schools of Racine is seeking a dynamic and versatile Administrative Assistant at St. Catherine's High School.  

Scope and Summary: The Administrative Assistant – Support – Principal Operations provides comprehensive administrative, organizational, and operational support to the Building Principal and school office, helping ensure the effective and efficient day-to-day operation of the school.

Working under the direction of the Principal, this position supports school business operations, purchasing, budgeting and financial processes, scheduling, records management, communications, events, supplies, facilities coordination, and other administrative functions essential to the successful operation of the school.

The Administrative Assistant serves as a key point of coordination among school leadership, staff, students, families, vendors, contractors, and Siena Catholic Schools central office personnel. The position anticipates and responds to daily operational needs, supports established school procedures, and ensures assigned administrative and operational responsibilities are completed accurately, efficiently, and promptly.

The successful candidate will demonstrate strong organizational and communication skills, attention to detail, initiative, professionalism, sound judgment, confidentiality, and the ability to manage multiple priorities in a dynamic school environment. The position requires a service-oriented, collaborative, responsive individual who can work independently while maintaining appropriate communication with the Principal.

The employee is expected to support the overall well-being of the school community, provide quality service to students and families, contribute to a safe and secure school environment, and advance the mission of Siena Catholic Schools. 

Essential Duties & Responsibilities:

Daily School Operations

• Supports the daily administrative and operational needs of the school and assists school leadership in maintaining an orderly, safe, secure, and functional environment.

• Responds to routine operational concerns, resolves matters within established procedures, and promptly communicates issues requiring administrative attention to the Principal.

• Coordinates with Siena Catholic Schools personnel, vendors, contractors, and service providers regarding school operational needs.

• Assists with established procedures related to building access, safety, emergencies, and school operations.

• Assists with opening, closing, and securing designated areas of the school as assigned.

• Maintains awareness of building conditions and promptly reports maintenance, safety, security, and facility concerns.

• Distributes and maintains records for building keys, elevator keys, access cards, and other assigned access materials.

• Maintains the school main office suite, including the mailbox room and refrigerator area, in a neat, organized, and functional condition.

• Maintains official building files, administrative spreadsheets, phone directories, work orders, and other records as required.

• Uploads documentation to PowerSchool as directed by the Principal.

• Performs general office duties, including answering multi-line telephones, using public address systems, handling mail and postage, maintaining office equipment, filing, preparing correspondence, creating and updating spreadsheets, completing data entry, and updating voicemail greetings as needed.

• Supports student health and first aid responsibilities and provides backup to designated front-office personnel as needed.

• Follows established student health and medication protocols, including the storage and distribution of prescription and over-the-counter medications, ensuring required documentation is maintained and applicable DPI, HIPAA, and safety requirements are followed.

• Attends to ill or injured students and provides first aid within the scope of training and established school procedures.

• Facilitates completion and processing of required accident or injury reports for students and employees.

• Attends meetings, training, and professional learning as requested.

• Performs other duties and special projects as assigned.

Enrollment and Administrative Support

• Coordinates with the Siena Catholic Schools Enrollment Manager and Principal regarding student admissions, enrollment tracking, registration paperwork, and related administrative processes.

• Provides administrative support for enrollment activities and maintains accurate enrollment-related records.

• Serves as secondary backup for front-office reception and student health needs when necessary.

Purchasing, Supplies, and Inventory

• Maintains an inventory of school and office supplies, instructional materials, textbooks, and e-books and identifies replenishment needs.

• Orders and coordinates supplies, textbooks, instructional materials, and other materials as directed by the Principal.

• Submits approved orders and coordinates with vendors to ensure timely delivery.

• Receives, logs, organizes, and distributes deliveries and supplies throughout the building.

• Maintains appropriate purchasing, delivery, inventory, and vendor records.

• Monitors supply usage and identifies opportunities for efficient and responsible use of school resources.

• Maintains appropriate storage and organization of supplies and materials.

• Coordinates vendor relationships related to office equipment, copiers, instructional supplies, and applicable service contracts.

Financial and Administrative Transactions

• Serves as the primary school-site liaison to the Siena Catholic Schools Finance Office.

• Manages or assists with the collection, documentation, and processing of school fees, tuition payments, and other funds received through the school office, as assigned.

• Prepares daily or weekly bank deposits and maintains safe access, monetary logs, and supporting documentation in accordance with Siena Catholic Schools financial policies and procedures.

• Maintains accurate records related to financial and administrative transactions.

• Generates, tracks, and processes purchase orders, invoices, staff reimbursement requests, and related documentation as assigned.

• Coordinates financial documentation and transaction records with the Siena Catholic Schools Finance Office.

• Supports the proper handling, security, and transfer of funds in accordance with established procedures.

Events and School Activities

• Serves as the primary administrative coordinator for the operational and logistical needs of school-wide events and activities as assigned.

• Coordinates planning and logistical arrangements for events such as Open Houses, Graduation, Academic Awards, staff workshops, meetings, and community functions.

• Coordinates facility scheduling and preparation for internal and external events.

• Creates event rundowns and coordinates facility setup and breakdown with maintenance staff.

• Coordinates catering, transportation, supplies, equipment, and other logistical services required for school events.

• Assists staff with the setup, coordination, and breakdown of meetings, workshops, and special activities.

• Ensures required operational materials and resources are available for events.

• Coordinates transportation and operational logistics for school activities as directed, excluding student field trips unless specifically assigned.

Safety and Security

• Supports and follows all school safety, security, emergency preparedness, and building access procedures.

• Assists in maintaining a secure school entrance and appropriate visitor access.

• Monitors operational conditions that may affect student or employee safety and promptly reports concerns to the Principal and appropriate Siena personnel.

• Assists with emergency preparedness activities and follows established emergency procedures.

• Supports awareness and implementation of fire, evacuation, severe weather, security, and other emergency procedures.

• Assists with maintaining safe and accessible common areas and operational spaces.

• Assists with student health and first aid responsibilities as assigned.

• Maintains confidentiality regarding security procedures, student information, health information, and school operations.

Facility and Maintenance Coordination

• Serves as the primary administrative coordinator for the school’s maintenance and facility request workflow, including the designated Google Form process.

• Receives, logs, routes, and tracks work orders and facility requests submitted by staff.

• Maintains communication with maintenance and custodial personnel and the Principal regarding work orders and outstanding facility needs.

• Monitors routine facility needs and communicates maintenance concerns to the appropriate Principal and Siena personnel.

• Coordinates vendor and contractor access and service visits as assigned.

• Helps ensure vendors and contractors follow school access, safety, and security procedures while on school property.

• Maintains records of work orders, facility requests, vendor visits, and operational follow-up.

• Reports damaged equipment, furnishings, fixtures, or other facility concerns promptly.

• Assists with maintaining an organized, clean, functional, and accessible school environment.

• Maintains records for building keys, elevator keys, access cards, and other assigned access materials.

School Communications, Website, Social Media, and Announcements

• Prepares, gathers, and coordinates information for daily school announcements.

• Assists the Principal, Assistant Principal, counselors, and other school leaders with operational communications to staff, students, and families.

• Provides timely communication regarding operational changes, events, schedules, transportation, facility matters, and other school-site needs.

• Drafts and distributes official administrative communications, memos, notices, and operational updates as directed.

•  Creates and distributes the weekly school/family newsletter, including gathering information, writing and editing content, obtaining or taking photographs, formatting, and publishing.

• Serves as the primary school-site contact for website content and maintains regular updates to school information and calendars.

• Serves as the primary webmaster for the school website and ensures information is accurate, current, and appropriately presented.

• Manages and publishes content to designated school social media platforms under administrative direction.

• Assists with distributing operational information and materials throughout the school.

Professional Responsibilities

• Maintains knowledge of and complies with applicable Siena Catholic Schools policies, procedures, safety requirements, and administrative practices.

• Maintains professional, respectful, and service-oriented relationships with employees, students, families, vendors, contractors, service providers, and members of the public.

• Exercises sound judgment and seeks appropriate direction when circumstances require administrative approval or escalation.

• Responds to changing operational needs with flexibility, professionalism, and appropriate urgency.

• Maintains confidentiality and protects sensitive student, family, employee, financial, health, security, and school information.

• Works independently within established responsibilities while maintaining appropriate communication with the Principal.

• Attends required meetings, training, and professional learning.

• Performs other related duties, responsibilities, and special projects as assigned.

Qualifications:

Education and Experience

• Associate’s or Bachelor’s degree in Business Administration, Finance, Communications, Education, or a related field required. Significant relevant experience may be considered in lieu of formal education.

• At least three (3) years of related experience in school operations, office administration, facilities coordination, event coordination, customer service, or a comparable environment required.

• Prior successful experience working in Catholic education or a school setting strongly preferred.

• Experience working with students, families, staff, vendors, and the public preferred.

Interpersonal Skills

• Demonstrated ability to work effectively with individuals from diverse backgrounds.

• Strong customer service and interpersonal communication skills.

• Ability to establish and maintain positive working relationships with staff, students, families, vendors, contractors, and service providers.

• Ability to remain calm, professional, and solution-oriented when responding to unexpected or changing circumstances.

• Ability to work effectively with youth and the public.

• Ability to maintain confidentiality and exercise sound judgment.

Communication and Language Skills

• Ability to communicate effectively, both verbally and in writing.

• Ability to respond professionally and promptly to inquiries and operational concerns.

• Ability to read and interpret policies, procedures, safety rules, operating instructions, work orders, and other relevant documents.

Organizational and Reasoning Skills

• Highly organized, dependable, and accountable.

• Ability to manage multiple priorities and respond effectively to changing operational needs.

• Ability to identify operational problems and take appropriate action within established procedures.

• Ability to work independently with appropriate supervision.

• Ability to recognize situations requiring immediate attention or escalation to school leadership.

• Strong attention to detail, organization, and follow-through.

Computer Skills

• Proficiency with email, internet applications, word processing, spreadsheets, and standard office technology.

• Ability to maintain accurate electronic records and operational documentation.

• Ability to learn and effectively use school-specific software, databases, and administrative systems.

Certificates, Licenses, and Registrations

• Valid Wisconsin Driver’s License required if applicable to assigned responsibilities.

• CPR/First Aid certification or ability to obtain certification within the timeframe established by Siena Catholic Schools.

• Additional certifications or training required by Siena Catholic Schools, including safeguarding training.