Administrative Assistant

Overview

St. Ignatius Catholic School is looking for a full-time Administrative Assistant working 40 hours weekly to support the Director of Business Services and act as the Admissions Coordinator. This salaried position plays a vital role in supporting human resources, financial operations, and school admissions.

The ideal candidate will have strong computer proficiency and professional experience in business, accounting, or school admissions. Additionally, the candidate should be a practicing Catholic and embody the school’s mission and values, serving as a positive role model within the community.

Primary Duties & Responsibilities

• Provide administrative support during recruitment and hiring processes.
• Onboard new hires and ensure completion of all necessary employment documentation.
• Maintain confidential and accurate employee records through appropriate software systems.
• Act as Safe Environment Coordinator for the Diocese of Green Bay, managing background checks and VIRTUS training compliance.
• Accurately process vendor invoices, tuition payments, and other financial transaction entries in the school's accounting system.
• Organize and file vendor invoices and supporting financial documents systematically.
• Ensure confidentiality and accuracy of financial records aligned with school policies and internal controls.
• Identify and implement process improvements by leveraging technology and automation to enhance administrative efficiency.
• Assist prospective and current families with admissions inquiries, enrollment, and registration paperwork.
• Collect and verify documents related to student residency and income for the Wisconsin Private School Choice Program.
• Maintain precise student enrollment records and support state reporting requirements.
• Provide guidance to families applying for financial aid.
• Engage in family recruitment efforts, handle phone inquiries, and collaborate with Marketing to increase enrollment.

Skills and Qualifications

• Demonstrated reliability and strong organizational skills with high attention to detail.
• Proficient computer skills, including experience with Google Suite and Microsoft Office.
• Ability to follow instructions accurately and work independently.
• Excellent verbal and written communication capabilities.
• Effective time management skills with the ability to meet strict deadlines.
• Adept at multitasking within a fast-paced environment.
• Sound decision-making and problem-solving abilities.
• Capacity to handle confidential information with discretion.
• Basic understanding of labor laws and current HR practices.
• Practicing Catholic aligned with school values.
• Associate degree required.
• Minimum of one year experience as an administrative assistant or in a related role.
• Experience in non-profit or educational environments preferred.
• Compliance with the Diocese of Green Bay Safe Environment program, including VIRTUS training and background checks.

Physical Requirements

• Work primarily takes place indoors in a climate-controlled setting.
• Continuous requirements include vision, hearing, and communication.
• Frequent activities include fine motor skills, prolonged sitting, and computer work.
• Occasional tasks involve standing, walking, lifting up to 15 pounds, reaching, kneeling, pushing, pulling, bending, and climbing.
• Must be capable of navigating all school and facility areas as needed.

Community Expectations

• Commitment to working within a Catholic classical school atmosphere.
• Respect and actively promote Catholic cultural and spiritual values.
• Represent the school professionally and with a positive spirit.
• Participate collaboratively in a Christ-centered, mission-driven environment.
• Handle confidential materials with professionalism aligned to Catholic prudence.
• Pursue ongoing personal and professional development relevant to the role.
• Adhere to all policies, procedures, and core values as defined by the Green Bay Diocese and school guidelines.