Administrative Assistant to the Principal -- Saint Benedict the Moor School, Pittsburgh, PA

Administrative Assistant to the Principal
Saint Benedict the Moor School, Pittsburgh, PA


Saint Benedict the Moor School is a K through 8th grade parochial school in Pittsburgh and one of three Extra Mile Education Foundation-supported schools.
The school’s Administrative Assistant is the first voice or face a student or visitor encounters when entering the school. This individual is a reflection of the school’s vision, culture, and climate.
The Administrative Assistant is primarily responsible for handling various tasks in the school office. Such tasks need to be completed in an organized and efficient manner. An Administrative Assistant provides daily support to the school administration. Confidentiality is of high priority and must be obtained at all times. A variety of tasks will occur daily, including but not limited to: answering phones, making copies, responding to emails, recording student attendance, handling student & teacher requests, etc.
Must be able to successfully perform the essential duties and responsibilities in an environment with constant interruptions, continuous change of pace and overall duties based on the students each day.
This is a full-time, full-year position.

Primary responsibilities include:
Provides administrative support to the principal, including but not limited complying with applicable Diocesan, school, state, local and federal laws, rules and regulations, accurately completes and submits all required daily, weekly, monthly, yearly, reports for the school, and the preparation and distribution of correspondence to faculty, staff, and parents.
Provides administrative support to Finance Manager and Health and Safety Coordinator as needed.
Performs administrative duties, tasks, and activities that are part of the daily operations of the school including answering calls, taking messages, managing correspondence, ordering supplies, and keeping the shared school areas organized and functional.
Greet students to the building. Direct as appropriate, and if needed provide late slips.
Greet guests to the building and direct as appropriate, providing badges, and oversees building entry log and student sign out.
Maintains Option C as an Administrator, printing progress reports and report cards.
Maintains student tuition including records of payments, scholarships, etc.
Prepares weekly bank deposits.
Assist in compiling and reviewing time sheets / payroll for staff.

Maintain accurate and current staff and personnel records for building including contact information, leave usage absences, injuries, and status. 

Serve as substitute coordinator for the building contacting substitutes for all teachers and staff as required. 

Maintains and coordinates student transportation with all School Districts.

Maintains all records including student records, student health records, behavior reports, school pictures, student phone numbers and addresses, etc.

Provide first aid to staff and students. Maintain an accurate log of student/staff “nurse” visits to the office. Act as liaison to the District Nurse.

Create and coordinate schedules for special projects including scheduling meetings, making room arrangements, field trip schedules, booking of building space, school wide communications, etc. 

Assist in coordinating, volunteering, facilitating, school events on non-workdays and during non-work hours when necessary to benefit the school, students, and staff.

Assists staff in operation of copy center facilities, materials, and equipment. 

Oversees facilities security and entry, security cameras, & communication systems.
Maintains staff and volunteer CLEARANCES and Diocesan compliance.
Maintain and secure confidential records and inquiries.
Maintains student busing information and manages bus reports to parents, drivers, and principal.
Create and distribute yearly and monthly calendars.
Follow and administer medical protocols for students in absence of school nurse, including accurate logs of student medications.
Prepare monthly Family envelopes to be sent home with students.
Other duties as assigned by the Administration.

Qualifications:  High School Degree or equivalent; Associate degree preferred: experience in an office setting; excellent organizational skills; technology competency, including Microsoft training; strong interpersonal skills

Qualified applicants should submit a letter of interest and resume to Mrs. Rosanne Kwiatkowski,  Principal, at [email protected]