Administrative specialist

POSITION SUMMARY: The Administrative Specialist provides a wide variety of administrative support to ensure efficient operation of the Main Office, assisting the President, Principal and Office Manager. The Administrative Specialist is responsible for student attendance and coordinating student transportation, including busing and shuttles. The Administrative Specialist commits to the mission of Catholic education in the Mercy tradition.

DUTIES AND RESPONSIBILITES:

Main Office:

· Welcomes, screens and registers visitors using Raptor.

· Answers, screens and directs phone calls.

· Maintains strict confidentiality with respect to handling student records/personal data.

· Organize administrative office processes and tasks, such as mail distribution, records requests, state reports, and additional general administrative tasks.

· Organizing and maintaining student records in compliance with state requirements.

· Process alumna school transcript requests.

· Order office supplies

Student Attendance and Data:

· Responsible for accurate reporting of student lateness and early dismissals.

· Maintains attendance records for students.

· Enter or scan attendance data into RUVNA and code appropriate reason for lateness.

· Ensures student data is current and accurate, managing address and contact information updates and communicates updates.

· Conducts regular data reviews of student data for accuracy.

Transportation:

· Coordinates collection of student transportation information with Database Manager and Enrollment Management Department.

· Organizes transportation needs of students including shuttles.

· Ensures School Districts are aware of cancellations, delays and school calendar changes.

Special Projects:

· Preparation of awards for Senior Award Ceremony, including ordering of pins and medals, preparing certificates, and set up presentations for Senior Award Ceremony.

· Assists with Graduation procedures, including diploma verification, ordering medals and presentation preparations.

· At discretion of Office Manager, President and Principal, the Administrative Specialist will support various projects and/or events as needed.

COMPETENCIES:

· Ability to multi-task with various actions occurring simultaneously.

· Strong attention to detail and maintaining accuracy; highly organized with strong time management and task prioritization skills.

· Excellent written and verbal communication skills.

· Proficient use of Office 365, RUVNA, Raptor, Veracross database management software or other database systems.

· Professional demeanor and strict adherence to confidentiality.

· Ability to work with a variety of constituents/personalities. Must be a team player.

SPECIFICATIONS:

· Associates Degree in Business or applicable office experience.

· Technologically competent in database management.

· Solid knowledge of Office 365 and Microsoft Office products, particularly Excel, Power Point and Word.

· Experience in a service-related position.

· Ability to work weekends and evenings if called upon.

The statements herein are not an exhaustive list of all responsibilities, duties and competencies required to perform the job and may change as determined by the needs of Gwynedd Mercy Academy High School.

If interested, please send cover letter and resume to [email protected].

Tis position will close on November 3, 2025.

Job Type: Full-time

Pay: $22.50 - $27.10 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Ambler, PA 19002 (Preferred)

Ability to Relocate:

• Ambler, PA 19002: Relocate before starting work (Required)

Work Location: In person