Main Office - Administrative Assistant 

Main Office - Administrative Assistant 

West Catholic Preparatory High School
4501 Chestnut Street
Philadelphia, PA 19139

Overview of High School 

Educating student on Chestnut Street for over 100 years, West Catholic Preparatory High School has enjoyed a rich history and a century-plus of educating the community spiritually, academically and through extra-curricular programs, improving the lives of students and families in the surrounding community. The challenging academic curriculum, competitive athletics program and engaging activities complement each other to foster courage, character and leadership. 

WEST CATHOLIC PREPARATORY HIGH SCHOOL MISSION STATEMENT 

West Catholic Preparatory High School is a Catholic community of academic excellence in an urban environment that is open to an interdenominational population. The school’s rigorous spiritual, academic, technological, and co-curricular programs develop our ethnically and religiously diverse student body into young men and women of strong moral and ethical character. West Catholic prepares each student to face the challenges of everyday life in an ever-changing global society. 

WEST CATHOLIC PREPARATORY HIGH SCHOOL BELIEF STATEMENT 

At West Catholic Preparatory Catholic High, we believe our education... 

•    Inspires a life-long commitment to service, especially to those in need 
•    Is grounded in the Catholic message of gospel values; 
•    Is a ministry that participates in God’s saving work; 
•    Develops each person’s full potential-spiritually, intellectually, socially and physical; 
•    Inspires a life-long commitment to service, especially to those in need; 
•    Promotes learning in a collaborative effort between home and school; 
•    Fosters mutual respect among students, teachers, administrators, and all members of the school community; 
•    Should be made available to all students regardless of ethnicity, religious affiliation or socio-economic status; 
•    Encourages respect for and an understanding of our multicultural family.  
Position Summary: 
The Administrative Assistant is responsible for providing comprehensive support to the Principal and Academic Administrative team. They play a crucial role in maintaining efficient office operations and ensuring smooth communication both internally and externally. The Administrative Assistant handles a variety of administrative tasks, including greeting clients and visitors, managing phone calls and emails, organizing meetings and events, and maintaining office supplies and equipment.

The ideal candidate possesses strong organizational skills, attention to detail, excellent communication abilities, and the ability to multitask effectively with little oversight and or direction.

Key Duties and Responsibilities:

•    Support the Principal and Administrative team: Assist the Principal and team members in various administrative tasks, including scheduling, document preparation, and correspondence.
•    Reception and Communication: Greet visitors, answer phone calls, respond to voicemails and emails, and ensure prompt and professional communication with internal and external stakeholders.
•    Office Organization and Equipment: Maintain a clean and organized office environment. Operate office equipment such as computers and copiers.
•    Supply Inventory: Monitor and manage office supply inventory, ensuring adequate stock levels. Order new supplies as needed and maintain accurate records of purchases.
•    Presentation and Document Preparation: Prepare materials for presentations using software tools such as Microsoft Office, Google Suite, and related applications. Compose internal and external correspondence, ensuring accuracy and appropriate follow-up.
•    Record Management: Organize and maintain records while adhering to strict confidentiality guidelines. Safeguard sensitive information and handle it with utmost discretion.
•    Calendar Management: Ensure accurate and well-organized calendars for the Principal and relevant team members. Coordinate scheduling of meetings and events, and provide necessary information to participants.
•    Stay Informed and Share Information: Keep up-to-date with current school happenings and the school calendar. Respond to inquiries and share relevant information when needed.
•    Meeting Participation: Participate in meetings, prepare required information in advance, and ensure timely availability of materials for all relevant parties.
•    Coordination and Collaboration: Communicate with various internal departments to coordinate projects and activities. Collaborate with external parties on administrative matters as necessary.
•    Alumni Records Processing: Process academic records for alumni, ensuring accuracy and confidentiality.
•    Proactive Support: Anticipate and execute various duties as required to effectively support the team, demonstrating flexibility and a proactive approach.

The Administrative Assistant plays a crucial role in supporting the Principal and Administrative team by managing daily operations, facilitating communication, maintaining records, and ensuring efficient administrative processes. 

Qualifications:
High School Diploma/GED is required; Bachelor’s Degree or related field preferred. 
Experience providing administrative support is preferred.

Skills:
•    Strong attention to details
•    Strong time-management skills in order to manage several projects
•    Ability to work autonomously without extensive oversight or directions
•    Proficient in Microsoft Office Suite

Candidates interested in the position of Main Office Administrative Assistant should submit their cover letter, resume, and certifications to Michael Field, Principal, West Catholic Preparatory High School at mfield@westcatholic.org 

The deadline for application is June 8, 2023.

Interviews will be granted to the most qualified applicants. 

PA required clearances and Safe Environment Certification will be required before employment can begin. 

As a religious organization, the Archdiocese of Philadelphia is also bound by Canon Law and Catholic teachings.  For this reason, there may be occasions when an employee’s failure to adhere to the truths of the Catholic faith are a factor in employment-related decisions.  In the event an employee fails to adhere to, or takes a position publicly that is contrary to, Catholic doctrine and teachings, or any policy or procedure maintained by the Archdiocese, the employee may be subject to disciplinary action up to and including termination of employment.

Employment practices will not be influenced by an individual’s legally protected status or any other basis as may be required by local, state and/or federal law as those laws apply to the Archdiocese.  

Any employee with questions or concerns about any type of discrimination in the workplace is encouraged to bring these issues to the attention of Human Resources.  Employees can raise concerns and make reports without fear of reprisal.  Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.

The Archdiocese of Philadelphia is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applications without regards to race, color, religion, age, sex, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Office of Catholic Education at 215-587-3700.

EQUAL EMPLOYMENT OPPORTUNITY

In keeping with Church teachings on social justice, the Archdiocese of Philadelphia is committed to a policy of equal employment opportunity.  This policy governs all aspects of employment, including but not limited to hiring, job selection, job assignment, compensation, discipline, termination, benefits and access to training.

As a religious organization, the Archdiocese of Philadelphia is also bound by Canon Law and Catholic teachings.  For this reason, there may be occasions when an employee’s failure to adhere to the truths of the Catholic faith are a factor in employment-related decisions.  In the event an employee fails to adhere to, or takes a position publicly that is contrary to, Catholic doctrine and teachings, or any policy or procedure maintained by the Archdiocese, the employee may be subject to disciplinary action up to and including termination of employment.

Employment practices will not be influenced by an individual’s legally protected status or any other basis as may be required by local, state and/or federal law as those laws apply to the Archdiocese.