Auxiliary Administrative Assistant

POSITION DESCRIPTION

St. Catherine's School is an Episcopal day school in Richmond, Virginia, founded in 1890 enrolling roughly 950 girls age 3 through grade 12. Located on a 16-acre campus in the western part of the city, St. Catherine's core values include pursuing academic excellence, developing character, nurturing spiritual growth, celebrating individuals, and building community.

St. Catherine's School provides a rigorous education that prepares girls with diverse perspectives for a lifetime of learning, leadership, and service in a global community.

The Auxiliary Administrative Assistant provides administrative, operational, and customer service support for the school’s auxiliary programs, including Brilliant Summer Camp, After-school Clubhouse, facility/vendor rentals and other special programs as needed. Works closely with the Director of Auxiliary Programs and Director of After School Enrichment and Programming for Lower School.

Supervisor:
Director of Auxiliary Programs & Services

Supervisory Responsibilities:

N/A

Position Status:
Salaried, non-exempt, full-time, regular, 12-month schedule

Hours of Work: 10am-6pm Monday - Friday

• Oversee registration for all auxiliary programs to include monthly database management, enrollment administration, and reporting (i.e Camp Brain, complex spreadsheet)
• Assist with invoicing, payment tracking, purchase orders, and budget documentation
• Partner with business office to coordinate student billing
• Manage registration requests, changes, cancellations, refunds & declined payments
• Coordinate supplies, materials, and inventory for auxiliary programs
• Ensure the database for auxiliary programs is accurate and comprehensive
• Collect, track, and maintain all after school student and camper documentation meets program compliance and standards
• Assist with seasonal staff recruiting, onboarding, and orientation
• Coordinate summer program communications for families via phone, email, and weekly summer updates
• Coordinate scheduled field trip transportation and related logistics
• Maintain and update Saints Net Clubhouse records on a monthly basis
• Act as backup support for Clubhouse vendor management
• Coordinate with divisions to determine event/room requests
• Assist with instructors: meet with instructors; order needed supplies
• Assist Director of After school Programming and Enrichment for Lower School as needed
• Cover Clubhouse front desk daily 4-6pm

• Coordinate facility rental inquiries; scheduling, contracts, Site Supervisor availability, and logistics for outside vendors and community partners
• Act as first line of communication with vendors regarding rental agreement process, access, setup, and billing procedures
• Maintain facility rental calendars and supporting documentation
• Assist in ensuring compliance with school policies and facility use agreements

While performing the duties of this position, the employee is required to sit; stand; walk; use hands to manipulate, handle and feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out; and smell. The employee may occasionally lift or move up to 50 pounds.

Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Travel is not a requirement for this role.

St. Catherine’s School does not discriminate on the basis of race, gender, sexual orientation, or national and ethnic origin in the administration of its hiring practices. St. Catherine’s School is committed to providing an inclusive educational environment. We actively engage students, families, faculty and staff from diverse backgrounds and experiences. Our School community respects the differences in ethnicity, race, religion, sexual orientation and socioeconomic status.

St. Catherine’s fosters in our students, and experts from all others, respect for the dignity and…