POSITION TITLE: Administrative Assistant, Educational Services
FLSA STATUS: Non -exempt
DEPARTMENT: Educational Services
REPORTS TO: Director, Educational Services
WORK HOURS: 8:30 am – 4:30 pm
LOCATION: Cincinnati
DATE: January 2025
Position Summary:
The Administrative Assistant, Educational Services, supports the Director of Educational Services and the department by managing, coordinating meetings and events, and maintaining inventory for laptops, curriculum, and supplies. The role involves providing bi-lingual customer service, preparing reports, handling data management, and facilitating communication with students, volunteers, and community partners. Proficiency in Microsoft Office, database systems, and administrative experience in an educational setting are preferred.
Essential Duties and Responsibilities:
- Provide customer support to all in-person, email and phone interactions with students/clients
- Provide administrative support to the Director of Educational Services and the Education Department by coordinating meetings/events with internal and external customers
- Laptop Inventory
- Curriculum Inventory
- Create student supply bundles
- Maintain data on student population served to prepare reports (attendance etc.)
- Call students who have not attended in English and Spanish
- Calling waitlisted students before each session of classes in English and Spanish
- Communicate with prospective volunteers
- Communications with Prospective Students
- Order materials
- Update calendars
- Plan and coordinate travel arrangements
- Coordinate the ordering of supplies and maintaining inventory adhering to the budget (book ordering/supply ordering)
- Coordinate with the education department to maintain a current list of community partners to disburse events and class schedules
- Assist the team by assembling and processing final reports, and other related reports throughout the year for internal report off and grants
- Create complex materials and reports utilizing applicable software, spreadsheets, databases, presentations, grant reporting
- Monitor expenses for department expense reports, payment authorizations, travel, petty cash etc.
- Provide administrative support and assistance with student attendance and payments during Vacaciones Utiles summer program.
- Assist with VU parent orientation and last day camp
- Assist with set up and take down of VU
Supervisory Responsibilities: none
Qualifications and Skill Requirements:
- Education: Associate Degree in Administrative Assistant or related degree
- Bi-lingual in English and Spanish
- Experience working for a non-profit, education or similar setting
- Administrative experience
- Microsoft Office Suite (advanced skills) and experience with data base management systems
Organizational Responsibility:
Employees of Catholic Charities Southwestern Ohio will have knowledge of the Catholic faith, a willingness to work for a Catholic, faith-based agency and adhere to the policies of Catholic Charities. Employees will not publicly oppose the teachings of the Catholic Faith nor publicly advocate for any position in conflict with Catholic teaching, or the specific positions of the Archdiocese of Cincinnati or the United States Conference of Catholic Bishops. This requirement includes any public speech, demonstration or writing including the use of social media or other digital technologies.
Work Environment:
Inside typical office environment, heated and air conditioned. Temperature 68 to 80 degrees F. Ambient noise, low, not requiring hearing protection. No other personal safety equipment required.
Physical Demands:
Must be able to meet the following physical requirements, with or without reasonable accommodation:
- Use hands to manipulate, handle, feel, and control items or equipment;
- Talk to other employees/clients and hear them;
- See and be able to read, write, and interpret written documents;
Occasionally lift and move objects weighing up to 15 pounds.