Administrative Assistant

About NDA

Our philosophy of education at Notre Dame Academy, a college preparatory school for young women grades 7-12, is built on the belief that education should prepare students for their role as women in the world. We wish to provide Notre Dame students with the opportunity to become more aware of what is happening in their lives and to assume responsibility for themselves and their communities. In order to learn to make responsible choices, our students have the freedom to learn in a school dedicated to high academic standards, and to involve themselves in the community, both utilizing its resources and serving its people.

Job Description

Job Title: Administrative Assistant

FLSA Classification: Exempt
Responsible to: Principal

Last Revised: July 2024

Position Summary: Perform administrative and operational tasks to maintain an effective and well-organized Main Office and support the Notre Dame Academy Team. 

Essential Duties and Responsibilities

- Coordinate office activities and operations to secure efficiency in the day-to-day operations of the school while creating a welcoming environment 

- Assume responsibility for front desk duties (phone calls, general emails, greet and welcome visitors, make announcements when necessary, as well as answer any other questions that may arise)   

- Assist students with arrival and dismissal (checking Daily Absence Form, email, and attendance phone line for all tardies, absences, and dismissals and communicate notifications to Registrar and others as needed).  

- Assist faculty/staff and students with day-to-day questions and concerns.

- Maintain physical and digital files

- Assist Principal/Head of School, Director of Finance, and Chairperson of the Board of Trustees with any projects or work.   

- Manage senior staff calendars, NDA Calendar, Parent and Student Calendar, and Attendance Calendar.  

- Assist with monthly and annual events, and such other duties that may be assigned from time to time ( e.g. Graduation). 

- Assist the Director of Finance with purchasing and record keeping of supplies for all faculty and departments.

- Oversee the bell system and set bells for change of schedules. 

- Maintain a trustee database and assist the Chairperson of the Board of Trustees when requested. 

- Assist with event management as necessary.

- Oversee the on-boarding process for all employees and maintain an up-to-date Welcome Packet for employees, volunteers, and coaches. 

- Assist with posting open positions on School Spring, NAIS, and other websites. 

- Maintain postage records and purchase stamps. 

- Oversee the mailing of outgoing mail and packages and distribution of incoming mail and packages. 

- Update the school website daily with important announcements. 

- Oversee the distribution and collection of lockers and keys.

- Perform annual duties including, but not limited to the following: 

- Complete and submit annual reports and surveys from the state, neighboring towns, the Diocese of Worcester, and various organizations.

Distribute Massachusetts anti-hazing law to students via FamilyID and submit the report to the state.

- Assist Director of Finance with distribution and filing of completed student enrollment agreements.

- Distribute faculty and student IDs. 

- Assist Principal with the creation and distribution of employee agreements.

- Oversee the collection and filing of signed employee agreements.

- Update faculty/staff mailboxes.

- Other duties, as assigned

• Position Type: Full-time/Year-Round 

• Positions Available: 1

Equal Opportunity Employee

Notre Dame Academy is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

Contact Information

Marilyn Tencza

mtencza@nda-worc.org 

Notre Dame Academy

425 Salisbury Street

Worcester, MA 01609

508-757-6200

Job Requirements

Minimum Acceptable Qualifications

• High School diploma, bachelor's degree preferred
• At least 2 years of relevant experience preferred
• Requires an understanding of general office practices, technologies, scheduling maintenance, document preparation, and effective handling of issues that arise.
• Citizenship, residency or work visa required
• Reliable and dependable in performing jobs. Demonstrate a good attendance record and be punctual.
• Ability to multitask and work in a busy environment in a professional manner, to be flexible, and to set priorities. 
• Work well and get along with faculty/staff members. 
• Have excellent oral and written communication skills. 
• Have good listening skills.  
• Display a high degree of judgment, discretion, and confidentiality.  
• Proficient in Microsoft Office and Google Suite.
• Ability to learn FACTS SIS, FamilyID, and other data systems. 

Physical Requirements and Work Environment 

• Works in an environment with a wide variety of challenges, deadlines, and a varied and diverse array of contacts  
• May work at a desk and computer for extended periods of time 
• Be able to occasionally lift up to 15 lbs. 
• Work primarily in a traditional climate controlled office environment 
• Work intermittently in outside weather conditions, including extreme heat and cold

About Notre Dame Academy

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