Administrative Assistant to Principal

Administrative Assistant to the Principal

Diocese of Phoenix Catholic Schools St. John Paul II Catholic High School - Avondale, Arizona Open in Google Maps

This job is also posted in Diocese of Phoenix Catholic Schools

Job : 5869910

Final date to receive applications: Posted until filled

Posted: Aug 04, 2026 6:00 AM (UTC)

Starting Date: To Be Determined

I.

GENERAL DESCRIPTION:

The Administrative Assistant to the Principal provides high-level administrative support to the Principal; assisting the principal with the management of communications, schedules, meetings, projects, and day-to-day priorities. This position as an assistant to the principal, helps to ensure that the office of the principal operates effectively, efficiently in keeping with the school’s mission.

Status:
Grade 2, Non
- Exempt, 12 months. (Classification is 12A:
Non-duty days during the student school calendar are the same as the teaching staff. All other days in the fiscal year are work days except earned vacation).

• 40 hours per week
• Usual Hours are 7:30 AM to 4:00 PM. Occasional work on weekends and/or evenings.
• Benefits per Diocese of Phoenix Benefit guidelines.
• Reports to the Principal

II. ESSENTIAL JOB FUNCTIONS

• Supports the Principal with phone calls; maintenance of records of appointments, schedules meetings, and assists with communication
• Manages the principal’s schedule, appointments and priorities including preparation for meetings, set up, record keeping, and minutes
• Takes care of Principal's correspondence (incoming and outgoing) including creating, formatting, producing and editing correspondence and other written materials
• Tracks credit card expenses, organizes purchase order process and processes mail
• Develops and maintains good relationships with the faculty and staff, students and parents
• Initiates correspondence on a variety of matters requiring an in-depth understanding of educational programs, as well as school system policies and procedures
• Administrative lead for all yearly forms (i.e., NCEA, Diocesan, Accreditation, etc.) assisting with the preparation of the WCEA & Advanc Ed Accreditation Review, working with the Principal
• Maintains and updates the filing system and materials
• Prepares for School Advisory Board meetings including the meeting agendas, room preparation, taking notes, minutes, and tracking items
• Maintains the school administrator’s dashboard
• Organizes and Maintains files for Principal, including personnel files, Safe Environment, accident reporting and school files
• Coordinates the Safe Environment Training for the school, keeping track of the requirements and communication to faculty, staff, students and volunteers.
• Tracks teacher certification requirements and renewal deadlines, as well as other teacher requirements such as SET, Fingerprint cards, and Kino Certification for the Principal.

• Records solicitation activity, donor stewardship, gift tracking, acknowledgement and pledge redemption
• Provides documentation (certificates and hours) for Professional Development provided on campus.
• Supports school administrators and staff on the annual review and audit of retention of records.
• Provides back up assistance to other office staff in greeting visitors, answering the telephone, assisting students and staff when needed
• Performs any other job-related tasks deemed necessary and/or assigned by the Principal

III. REQUIRED EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES TO PERFORM ESSENTIAL JOB FUNCTIONS

• Active practicing Roman Catholic in full communion with the Church
• Excellent communication skills with both children and adults, including ability to speak and write in a positive manner
• Able to understand and clearly express the mission of Catholic Schools, especially St. John Paul II Catholic High School
• 3-5 years of administrative or executive support experience
• Proficiency in spoken and written Spanish is a plus Strong initiative, creativity, organizational and problem-solving skills, and attention to detail
• Ability to maintain confidentiality
• Ability to answer questions about Catholic Education and Catholic teachings
• Experience with event planning; self-starter and attentive to details
• Good judgement in…