Administrative Assistant Position

Administrative Assistant Position
Seeking a highly organized and proactive person to support the Head of Mission and Headmaster in a wide range of tasks in the areas of administration, development, admissions, and student life.

Responsibilities and Duties

Administrative/Office

• Represent the school in a professional yet warm manner, when answering the phone and door.
• Understand the annual cycle of events and needs with the ability to proactively advance tasks pertaining to upcoming events.
• Schedule space reservations with the parish.
• Manage office tasks such as organizing and keeping paper files, making copies and managing the printers.
• Record-keeping of income and expenses.
• Prepare checks to pay invoices.
• Make purchases for administrators and staff.
• Run errands such as picking up orders, making purchases, and delivering flyers to businesses and schools.
• Prepare, manage, and execute mailings such as annual tax letters, the annual report, and the end of year appeal (including student’s personal letters and families’ contacts).
• Send information to parishes and schools for admissions and publicity purposes (bulletin announcements, flyers, etc.).
• Complete paperwork on behalf of the Head of Mission and Headmaster.
• Initiate regular check-ins with the Head of Mission and assist in prioritization of items.

Development

• Manage Salesforce platform for donor and admissions information, including data entry, tracking and running of strategic reports. (Note: training will be provided.)
• Keep track of donor correspondence, including writing thank you notes.
• Plan an annual event to thank benefactors.
• Assist with the annual Gala.

Admissions

• Coordinate scheduling of preview days and family tours.
• Annual set-up and management of TADS online portal for financial aid and tuition management.
• Collect family information and complete online Choice Scholarship (voucher) applications.

Student Life

• Manage Safe Parish database and volunteer onboarding.

Qualities Needed

• Faithful practicing Catholic.
• Able to preserve confidentiality.
• Excellent written and verbal communication skills.
• Able to work with Word, Excel and Google documents, as well as Salesforce and TADS databases.
• Training will be provided.
• Attention to detail and thoroughness in accomplishing tasks.
• Able to determine priorities and meet deadlines.

Reports to: Head of Mission
Compensation: Commensurate with experience and expertise.
Hours: This is a part-time position for three days a week in the office. The days of the week are flexible.
To apply: Please send a resume, cover letter, and three references to the Head of Mission, Brad Macke at bmacke@fiatclassicalacademy.org, or by mail to Fiat Classical Academy, PO Box 63, Aurora, Indiana 47001.