Administrative Assistant, Diocese of Allentown

DIOCESE OF ALLENTOWN

Secretariat for Evangelization, Formation, and Education

Position Description

Position Title:

Administrative Assistant

FLSA/Job Status:

Non-exempt / Full Time

Reports To:

Superintendent for Catholic Education

Location:

Allentown, Pennsylvania

Position Summary

The Administrative Assistant provides skilled administrative and operational support to the Assistant Superintendent and the Office of Education, with primary responsibilities related to government programs, leadership initiatives, and office communications. This position serves as a key contact for principals, school staff, Intermediate Units, vendors, and callers, helping ensure accurate processing, timely communication, and effective coordination of diocesan education office functions.

Key Responsibilities

• Provide skilled administrative support to Government Programs in the Office of Education and administrative office.

• Serve as a contact for incoming telephone calls to the Office of Education; provide information, guidance, and referrals to appropriate personnel within the Office of Evangelization, Education and Formation or other diocesan offices.

• Support the Assistant Superintendent in the processing of government programs, grants, Act 195/90/35 paperwork, Title I student data collection, and related communications with schools, Intermediate Units, vendors, and the Pennsylvania Department of Education.

• Prepare forms and purchase orders; work with vendors to secure quotes; coordinate with Intermediate Units and PDE to expedite purchases and required paperwork.

• Provide training for principals and/or designated support staff on the use of the Non-Public Information System (NPIS) for Act 90/195/35 PDE online ordering of textbooks and materials.

• Collect and upload school demographic data to the PNPE database and maintain updated contact lists for school districts.

• Maintain CPETracker teacher accounts; assist school administrative personnel with recording professional development and setting up new CPETracker accounts.

• Process applications from teachers and administrators for reimbursement for graduate courses and process reimbursement requests for Office of Education staff from qualifying Title II-A professional development events.

• Collect and submit NCEA reports annually.

• Provide support to the Director of School Marketing and Enrollment as needed.

• Perform other duties as required and/or assigned.

Additional Conditions For Employment

Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church in regard to matters of faith and morals, including maintaining a lifestyle that is in conformity with the teachings of the Catholic Church.

Qualifications And Educational Requirements

• Associate degree or equivalent education/training in a relevant field required.

• Two to five years of administrative experience required; experience in an educational and/or compliance setting preferred.

• Proficient knowledge of Microsoft Office, including Word, Publisher, and Excel.

• Professional verbal and written communication skills.

• Demonstrated ability to set priorities, multi-task, and organize work effectively and efficiently.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Willingness to collaborate with other offices and support multiple stakeholders.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.

Physical Demands: The employee is regularly required to stand, walk, sit, talk, and hear; frequent use of equipment that includes repetitive motions and utilization of a computer. Occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl, lift and/or move. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

Working Conditions: Normal office working conditions. Work hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. May be required occasionally to work in excess of/outside of normal work hours.

Interested applicants must submit a cover letter and resume via email or to the following:

[email protected]

FAX: 610-439-7693

Diocese of Allentown

Attn: Human Resources

P.O. Box F

Allentown, PA 18105-1538

EOE M/F/D/V