Administrative Assistant
Archdiocese of Newark, Newark, NJ, United States
Administrative Assistant
Provides secretarial assistance and program support for the Office of the Superintendent of Schools.
Prepare letters, memoranda, notes, and documents for Superintendent of Schools.
Maintain and update school leadership contact list and directory of schools.
Keep track of schools' submittal of requested forms and information and follow-up with schools, as needed, via phone and e-mail communication.
Handle confidential information in a professional manner.
Organize, maintain, and update Schools Office files (electronic and hard copies).
Reserve rooms and submit catering orders for Schools Office sponsored meetings.
Prepare and duplicate materials needed for meetings and workshops.
Greet visitors and conduct them to appropriate area or person.
Assist in collecting information and compiling statistical reports.
Process ministerial agreements for superintendent's signature.
Maintain updated log of ministerial agreements.
Monitor general Schools Office email inbox and forward emails to appropriate staff member.
Prepare Schools Office invoicing and track collection of payments.
Prepare APOs for superintendent's approval.
Assist members of the professional staff with typing, proof reading and duplication of correspondence or other printed materials for distribution.
Record and distribute minutes of Schools Office staff meetings.
Process applicant information for school leadership positions and assist with scheduling of interviews.
Gather employment paperwork for new principals and prepare personnel file for transfer to HR.
Assist with NJ Pass the Trash inquiries and maintain a tracking system and database.
Assist with employment verification for former school employees.
Answer general phone line when Schools Office receptionist is unavailable or busy with another call.
Update and maintain School Advisory Board database.
Assist with preparation of materials and mailings for Cooperative Admissions program.
Performs any other job-related tasks to ensure the efficient operations of the Catholic Schools office as assigned by the Superintendent.
Exceptional organizational skills and ability to manage multiple tasks simultaneously
Excellent communication skills and phone manner
Ability to work with others
Must work well under pressure and be able to meet deadlines
Attention to detail
Ability to prioritize tasks
Strong computer skills: proficient with Microsoft Word and Excel, e-mail etiquette, and general Internet usage and research
Able to maintain confidentiality
Bachelor's Degree
Three or more years of secretarial experience
Rev. 12/2024
Monday - Friday, 8:45 AM - 4:45 PM 35 hours weekly, BENEFITS: A) Health Insurance B) Dental Insurance C) Life Insurance D) Pension E) Disability and F) Voluntary 403b Plan
Provides secretarial assistance and program support for the Office of the Superintendent of Schools.
Prepare letters, memoranda, notes, and documents for Superintendent of Schools.
Maintain and update school leadership contact list and directory of schools.
Keep track of schools' submittal of requested forms and information and follow-up with schools, as needed, via phone and e-mail communication.
Handle confidential information in a professional manner.
Organize, maintain, and update Schools Office files (electronic and hard copies).
Reserve rooms and submit catering orders for Schools Office sponsored meetings.
Prepare and duplicate materials needed for meetings and workshops.
Greet visitors and conduct them to appropriate area or person.
Assist in collecting information and compiling statistical reports.
Process ministerial agreements for superintendent's signature.
Maintain updated log of ministerial agreements.
Monitor general Schools Office email inbox and forward emails to appropriate staff member.
Prepare Schools Office invoicing and track collection of payments.
Prepare APOs for superintendent's approval.
Assist members of the professional staff with typing, proof reading and duplication of correspondence or other printed materials for distribution.
Record and distribute minutes of Schools Office staff meetings.
Process applicant information for school leadership positions and assist with scheduling of interviews.
Gather employment paperwork for new principals and prepare personnel file for transfer to HR.
Assist with NJ Pass the Trash inquiries and maintain a tracking system and database.
Assist with employment verification for former school employees.
Answer general phone line when Schools Office receptionist is unavailable or busy with another call.
Update and maintain School Advisory Board database.
Assist with preparation of materials and mailings for Cooperative Admissions program.
Performs any other job-related tasks to ensure the efficient operations of the Catholic Schools office as assigned by the Superintendent.
Exceptional organizational skills and ability to manage multiple tasks simultaneously
Excellent communication skills and phone manner
Ability to work with others
Must work well under pressure and be able to meet deadlines
Attention to detail
Ability to prioritize tasks
Strong computer skills: proficient with Microsoft Word and Excel, e-mail etiquette, and general Internet usage and research
Able to maintain confidentiality
Bachelor's Degree
Three or more years of secretarial experience
Rev. 12/2024
Monday - Friday, 8:45 AM - 4:45 PM 35 hours weekly, BENEFITS: A) Health Insurance B) Dental Insurance C) Life Insurance D) Pension E) Disability and F) Voluntary 403b Plan