Administrative Assistant, St. Matthew Catholic School, Philadelphia, PA, Philadelphia County North

Administrative Assistant, St. Matthew Catholic School, Philadelphia, PA, Philadelphia County North

• Elementary

Oct 13 2025

Job Title:Administrative Assistant

Job Status: Permanent/Full Time

Job Summary:

St. Matthew School, a thriving Pre-K3 through 8th grade Catholic elementary school located in Northeast Philadelphia, is rooted in faith, academic excellence, and a nurturing community. We are seeking a highly professional, compassionate, and mission-driven Administrative Assistant to serve as the welcoming face and voice of our school. The successful candidate will not only manage the administrative functions of the main office but also possess a remarkable presence that instills confidence in parents regarding the quality of their children's education and care.

Key Responsibilities:

1. Front Office and Community Presence

• Serve as the primary greeter for all visitors, students, and parents, providing a warm, professional, and confident first impression of the school.
• Manage all incoming communications, including phone calls and the main school email, directing inquiries efficiently and with a high degree of service.
• Maintain a calm, positive, and organized atmosphere in the main office, especially during high-traffic times (e.g., arrival, dismissal).
• Professionally handle sensitive or confidential inquiries from parents with empathy, discretion, and a commitment to problem-solving.
• Ensure that all visitors adhere to school security and sign-in procedures, maintaining the safety of the school environment.

2. Administrative and Operational Support:

• Provide comprehensive administrative support to the principal, faculty, and staff, including scheduling, correspondence, material preparation, and file management.
• Manage student records, ensuring all data is accurately maintained and confidentially handled in compliance with school and diocesan guidelines.
• Coordinate internal and external mailings, and assist with communications such as newsletters and emergency notifications.
• Maintain office supply inventory, manage incoming deliveries, and liaise with vendors as needed.
• Assist with the coordination of student health records, emergency contacts, and dismissal procedures.
• Provide customer service to enrolled and prospective parents and assist the Principal with the registration process.

Qualifications and Attributes:

• Exceptional Presence and Communication
  :
  Demonstrated ability to interact with diverse populations (children, parents, faculty, donors) with polish, clarity, warmth, and authority.
• Confidence Builder: Possesses an inherent ability to project competence and care, making parents feel immediately secure that their child is in good hands and their concerns will be addressed thoroughly.
• Mission-Driven: A commitment to the values, mission, and philosophy of Catholic education.
• Organizational Skills
  :
  Superior ability to manage multiple tasks simultaneously, prioritize effectively, and maintain meticulous attention to detail in a fast-paced environment.
• Technical Proficiency
  :
  Expertise in Microsoft Office Suite (Word, Excel, Outlook) and experience with, or ability to quickly learn, student information systems (SIS).
• Required
  
  Education:
  
  High School Diploma/Associate's Degree/Bachelor's Degree preferred.
• Preferred Qualities: Prior experience in a school, non-profit, or service-oriented administrative role and fluency in a second language are strongly preferred.

St Matthew School offers a competitive salary and benefits package commensurate with experience. Interested candidates should submit a cover letter and resume to Sister Joseph Marie via email atsjm .

If the position is offered, the candidate will be required to complete the "Protecting God’s Children" training through the Archdiocese of Philadelphia. Additional information regarding this training can be found here .