San Jose, California
Posted: 18-May-26
Location: Ojai, California
Type: Full Time
Salary: $22-$26 per hour
Categories:
Preferred Education:
Villanova Preparatory School, a Catholic, co-educational Augustinian college preparatory day and boarding school located in the beautiful Ojai Valley of Southern California, seeks a full-time Front Office Manager & Administrative Assistant beginning July 2026.
Founded in 1924 and operated by the Augustinian Fathers, Villanova Prep is a vibrant and globally minded academic community dedicated to the pursuit of truth, unity, and love through rigorous scholarship, meaningful relationships, and the formation of the whole person. Accredited by the Western Catholic Education Association and the Western Association of Schools and Colleges, the school attracts highly talented and motivated students from across the United States and around the world. Within this dynamic context, Villanova seeks a visionary leader to guide and reimagine its residential life program as a central and integrated component of the student experience, fostering a culture of belonging, accountability, and formation aligned with the school’s Augustinian mission.
Under the direction of the Vice Principal, the Front Office Manager & Administrative Assistant serves as the point of contact for students, families, and visitors. This position combines front desk management, attendance tracking and reporting, administrative support, office operations, event support, and communications. The ideal candidate is highly organized, professional, personable, detail-oriented, and able to manage multiple responsibilities in a fast-paced school environment.
Essential Duties and Responsibilities
Front Office & Reception
- Maintain a welcoming, organized, and professional front office environment.
- Serving as the primary attendance support for the Vice Principal of Student Life:
- Contact families during the school day regarding student needs, attendance matters, or other time-sensitive issues.
- Monitor and maintain accurate student attendance records, including absences, tardiness, late arrivals, and early dismissals through SchoolPass and Blackbaud SIS systems.
- Review weekly and other attendance reports to ensure accuracy of information, and prepare periodic reports for leadership.
- Communicate attendance-related information with families and faculty as needed.
- Serve as the first point of contact both in-person and on the phone for students, families, visitors, prospective families, faculty, and vendors.
- Greet visitors and assist with campus SchoolPass check-in procedures in accordance with school safety protocols.
- Answer, screen, and direct incoming phone calls, voicemails, and email inquiries in a professional and courteous manner.
- Check in substitute teachers and direct them to the appropriate classroom.
- Coordinate the distribution of student belongings and items dropped off by families.
- Make various announcements over the school’s public address/intercom system.
- Monitor and manage front gate entry during school hours, ensuring campus safety protocols are followed when admitting visitors and guests.
- Order, organize, and maintain office and school supplies.
- Support daily office operations and special projects as assigned.
Administrative Support & Office Operations
- Provide administrative support to school leadership and office staff.
- Manage Villanova’s online Google calendars.
- Coordinate, prepare, and distribute the school’s weekly Wildcat Weekly newsletter, ensuring timely and accurate communication to families, students, and staff.
- Create and distribute a daily log of all checks and payments received through mail, in-person drop-off, or the front office, and submit documentation and funds to the Business Office.
- Assist with updates to Villanova’s website using the site’s WordPress platform.
- Assist with the coordination and support of school events such as the employee Christmas party, graduation, and other special events.
- Assist with special projects to help with organization of scheduling, school calendar, and other important administrative tasks at the direction of the Principal, Vice Principal, or President.
Qualifications
- Bachelor’s degree preferred.
- Knowledge of the Catholic faith and commitment to upholding and promoting Roman Catholic Church teaching.
- Minimum of 2–3 years of school office experience preferred.
- Strong interpersonal, communication, and customer service skills. Excellent organizational skills and attention to detail.
- Ability to manage multiple priorities in a fast-paced environment.
- High level of professionalism, discretion, confidentiality, and reliability.
- Proficiency with office technology including Google Workspace and Blackbaud SIS.
- WordPress CMS experience desired.
- Pass a Live Scan background check and complete VIRTUS training.
Work Schedule
- Full-time, 12-month position, generally Monday through Friday from 7:30 a.m. to 4:00 p.m. when school is in session.
- During school breaks and summer months, hours are typically 9:00 a.m. to 3:00 p.m.
Compensation/Benefits
The hourly rate is $22-$26 per hour. The starting rate is based upon, but not limited to, several factors that include type and years of experience, education level, and expertise.
VPS offers a full benefits package that includes fully-paid medical, dental, vision, and life insurance for employees; employer contribution toward dependent insurance premiums long-term and short-term disability insurance; and a 403(b) retirement plan. Eligibility rules apply. VPS offers a tiered tuition remission benefit for eligible employees’ children, increasing over four years to 100% tuition remission the fourth year of employment.
To Apply
Applicants should send a resume and cover letter via e-mail to llopez@villanovaprep.org with an email heading: “Front Office Manager.”
