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Administrative Assistant for Counseling Department, College Visit Coordinator

Xavier College Preparatory
place Scottsdale, 85255
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Full Time

About Job

PURPOSE AND SCOPE

Under the supervision of the Director of Counseling the role of the Administrative Assistant is to assist a Catholic culture focused on building the mind, body and soul of our student body. Every employee of Notre Dame Prep takes the responsibility of serving as a mentor and campus minister to all students.

This role will support counselors to ensure they have the resources and support they need to do their work to ensure e?cient operation of the o?ce. Support of our faculty, sta?, and community through a variety of tasks related to the organization and communication. Responsible for con?dential and time sensitive material. Ability to e?ectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

Essential Job Functions

Spiritual Leader

  • Promotes Gospel values of the Catholic Church
  • Promotes an atmosphere and environment based on Catholic faith, traditions and virtues
  • Provides opportunities for students to be prepared for life in today’s Church and society
  • Articulates and gives evidence of Catholic living by the witness of their lives

Counseling Support

  • Answer/direct phone calls and reply to emails
  • Organize and schedule meetings and appointments
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • Order o?ce supplies
  • Provide general support to students
  • Provide information by answering questions and requests
  • Generate reports
  • Handle multiple projects
  • Contribute to team e?ort by accomplishing related results as needed
  • Carry out administrative duties such as ?ling, typing, copying, scanning etc.
  • Maintain computer and manual ?ling systems
  • Create content for digital display screens
  • Performs any other job-related tasks deemed necessary and/or assigned your supervisor.

Knowledge, Skills, And Abilities Required

  • Must be practicing Catholic or be willing to sign a Profession of Faith.
  • Must have received Safe Environment Training and signed the Code of Conduct.
  • High school diploma or equivalent; college degree preferred
  • At least 5 years of experience in the ?eld or in a related area
  • Demonstrates ability to keep information confidential
  • Demonstrates an appropriate sense of humor.
  • Demonstrates self-discipline, adaptable and flexible in routine and crisis situations
  • Demonstrates skills in written and oral communication and active listening
  • Demonstrates skills in organization, time management, problem solving and initiative
  • Must know how to utilize Microsoft software; knowing how to use Excel and creating spreadsheets.
  • Ability to assess personnel and program needs
  • Ability to work cooperatively and collaboratively with others
  • Ability to build rapport
  • Frequently communicates accurately and appropriately with other employees or the public.
  • May work irregular hours. Including a few evenings, weekends, and graduation
  • Work with frequent interruptions.
  • Maintain composure, humility, and professionalism always.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand; sit; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee may on occasion lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. The employee must be able to stand for periods of time outside in the heat and cold. The noise level in the work environment is usually moderate.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

EVALUATION

The performance of this position will be evaluated in accordance with the procedures developed by the Diocese of Phoenix and Notre Dame Preparatory under the direction of the Principal.

TERMS OF EMPLOYMENT

Eleven-month employee (paid in 12-month contract), full-time, salaried. The Leadership Committee, under the guidance of the Diocese of Phoenix, establishes base salaries and stipends.