School Office Administrator in Gallatin, Tennessee at ST JOHN VIANNEY CHURCH

About the Role

The School Office Administrator serves as the primary administrative support to the Principal and is the central coordinator for all school office activities. In this vital role, you will ensure smooth and efficient office operations, serve as a professional point of contact for the school community, and support the school’s marketing and enrollment initiatives. This position requires independent judgment, excellent public relations skills, and a strong commitment to maintaining a welcoming school environment.

Key Responsibilities

Office Management & Administration

• Direct the daily operations of the school office, including opening and closing procedures and maintaining office supplies and inventories.
• Serve as the primary assistant to the Principal, relieving them of routine administrative details and carrying out school policy and planning.
• Greet and assist visitors, screen and route telephone calls, and provide information regarding school policies and procedures.
• Compose correspondence, process records, and maintain accurate files, reports, and data related to students and staff.

FACTS & Student Information Management

• Utilize FACTS to manage student information, enrollments, and transfers, ensuring all documentation is accurate and compliant.
• Update and maintain student grades, transcript information, and attendance records within school systems.
• Manage the preparation and close-out of administrative and clerical records at the conclusion of academic terms.

Marketing & Communication

• Lead school marketing efforts by organizing communications between the Principal, staff, parents, and the community.
• Coordinate special events such as open houses, parent information nights, and promotion ceremonies to promote school engagement.
• Represent the school to the community with tact, patience, and courtesy, resolving issues or referring them to the appropriate administrator according to established guidelines.

Operations Support

• Coordinate coverage for staff absences, including processing timesheets and preparing materials for substitute teachers.
• Assist in personnel processes, including requisition forms and coordinating interview schedules for new staff.
• Perform financial record-keeping duties related to school funds and grants as assigned.
• Collaborate with staff for emergency preparedness drills and maintain security protocols, including key and alarm code management.

Education & Experience: High school diploma or equivalent and three years of increasingly responsible clerical or secretarial experience involving frequent public contact.

Technical Skills: Proficiency with computers and office software, including experience with FACTS or similar student information systems.

Communication: Strong oral and written communication skills with the ability to compose correspondence independently.

Professionalism: Ability to work effectively under pressure with constant interruptions, maintain strict confidentiality, and establish cooperative relationships with students, parents, and staff.

Requirements: Ability to obtain valid First Aid and CPR certification.