Career Center

Auxiliary Programs Office Manager

School Description

Santa Catalina School is a vibrant, independent, Catholic school offering student-centered co-education to PreK through grade 8 and an all-girls’ boarding and day college preparatory upper school serving grades 9 through 12. Santa Catalina exists to develop in each student a striving for excellence, a maturing awareness of moral and spiritual values, a sense of responsible purpose, and a determination to serve the world with courage, grace, and compassion. With the cornerstones of excellence, spirituality, service, and responsibility, the school is committed to providing a supportive learning community for each student to grow in their intellectual, personal, and spiritual life, making Santa Catalina a transformational educational experience for its students.

Position Summary

Santa Catalina School, a nationally recognized PreK-12 independent, Catholic school in Monterey, California seeks an Office Manager for the Auxiliary Programs Department. The Auxiliary Programs Department houses Summer at Santa Catalina, the After-School Enrichment Program for the Santa Catalina Lower and Middle School, facilities rentals, and other emerging auxiliary programs.

Summer at Santa Catalina serves 300 plus girls throughout the day and resident summer camp programming from June to August. The After-School Enrichment program serves Santa Catalina Lower and Middle School students daily from August to June. We are looking for a person with competence, self-direction, collaboration skills, and excellent communication skills to manage the office responsibilities for these two programs.

The Office Manager reports to the Director of Auxiliary Programs and performs administrative and operational tasks to maintain the smooth operation of the auxiliary department. This position requires interaction with the internal and external Santa Catalina community in a manner that supports both programs.

Description

The Office Manager will support all aspects of the auxiliary programs department including multiple out-of-school time programs and campus facilities rentals. Under the direction of the Director of Auxiliary Programs, this position will assist with all logistics and scheduling of campus facility rentals, perform enrollment and registration tasks for Summer at Santa Catalina, the after-school program, and other emerging auxiliary programs. The Office Manager will collect, organize, and process participants' forms; manage communication with parents and other constituents; and organize rosters as well as other pertinent participant information for all auxiliary programs.      

Santa Catalina School believes that each employee makes a significant contribution to its success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

Essential  Responsibilities

• Assist the Director of Auxiliary Programs in smooth auxiliary program operations
• Collaborate with the Director of Summer at Santa Catalina and After-School Program Director to support program operations
• Communicate with vendors and other constituents to support campus facility rentals including scheduling, invoicing, and other logistical support
• Communicate to parents actively and serve as a liaison for all parent communications for auxiliary programs
• Manage registration and enrollment for After-School Enrichment and Summer at Santa Catalina in two databases and collaborates with student billing
• Manage daily attendance and record keeping for both programs
• Manage forms, calendars, emails, and telephone calls
• Compile and organize forms, rosters, schedules, and more for both programs
• Maintain office calendar to ensure multiple department tasks are organized and completed
• Organize credit card statements, camper cash, and help support supply purchasing for both programs
• Plan and organize travel for summer camp recruitment efforts
• Help plan, organize, and implement events that support these programs such as recruitment events, open house, etc.
• Provide program support for After-School Enrichment such as playground supervision
• Provide program support for Summer at Santa Catalina such as opening and closing days, field trips, free time supervision, camper pick up and drop off, etc.
• Partner with other departments for the hiring and onboarding of seasonal staff and vendors

Other Responsibilities

• Other duties as assigned

Qualifications

• High School Diploma or equivalent
• At least two years of experience in a related field School office management experience is preferred
• A commitment to the mission and identity of Santa Catalina School
• A desire to participate fully in the Santa Catalina community
• Successful completion of a LiveScan criminal background check as required by law

Competencies

• Excellent communication skills in an office environment: verbal, written, in-person, and video
• Excellent customer service skills: problem solving, patience and understanding, and ability to listen and respond to parent questions and needs.
• Manage confidential files
• Proficiency in Google Suite is preferred
• Database proficiency desired, but not required
• Previous experience is preferred, but a willingness to learn is required
• Excellent organizational and time management skills with the ability to manage multiple projects and meet deadlines
• Strong ability to relate to others including staff, faculty, students, and campers

Supervisory Responsibilities

• This position does not supervise other employees

Working Conditions and Compensation

• Work at a desk and computer screen for extended periods of time each day
• Ability to work in various positions, including, but not limited to, standing, bending over, crouching, sitting, reaching, driving (a cart) for extended periods of time, and needing to lift up to 50 lbs.
• Work in a school environment with a wide variety of challenges, deadlines, and people
• Santa Catalina School offers competitive insurance and retirement benefits
• Salary Range: $25-29 per hour depending on experience

Equal Employment Opportunity

Santa Catalina School is an equal-opportunity employer. Employment at Santa Catalina School is based solely on qualifications and competence for a particular position, without regard to race, color, national origin, citizenship, age, religion, sex, sexual orientation, gender identity or expression, veteran status, disability, marital status, or any other category protected by the law.

To Apply

Interested candidates should visit our website to complete and submit an application, resume, and cover letter:  http://www.santacatalina.org/employment

Electronic submission of candidate papers in .pdf format is preferred.

Santa Catalina provides reasonable accommodations to employees and applicants with disabilities. Applicants who need accommodations to participate in the application process should contact employment@santacatalina.org

For more information about Summer at Santa Catalina, please visit our camp website: santacatalina.org/summer-at-sc