Main Office Manager

Job Description

POSITION TITLE: MAIN OFFICE MANAGER

DEPARTMENT: MAIN OFFICE (OFFICE OF THE PRINCIPAL)

FLSA STATUS: NON-EXEMPT

REPORTS TO: DIRECTOR OF THE OFFICE OF THE PRINCIPAL

ORGANIZATIONAL SUMMARY:

St. Joseph's Preparatory School is a Catholic, Jesuit, independent four-year college preparatory school located on the northern edge of center city Philadelphia. Founded in 1851, this highly-selective, all-male school serves over 900 young men in their pursuit of becoming "men for and with others." Students come from diverse economic, geographic, racial and ethnic backgrounds from throughout the Philadelphia metropolitan area. The Prep develops leaders of intellectual distinction, men of faith and integrity, men who are committed to social justice and community service, men open to growth, and men who are loving. At the Prep, classroom and chapel intersect with the religious formation of mind and heart.

St. Joseph's Preparatory School is committed to building a culturally diverse educational environment, with a focus on diversifying our staff. We are seeking colleagues who can work and teach in these and other areas while contributing to the diversity and excellence in our programs and courses through their research, teaching and service. As a Jesuit institution, these values are pillars of our education. We strive to establish a community more representative of the student body and city we serve

POSITION SUMMARY:

The Office Manager is a key member of the Principal's team providing administrative support to the Principal and Assistant Principals. The Office Manager will also provide project management support for various testing over the academic year as well as key events such as Missioning (Ring) Mass, Baccalaureate Mass and Graduation. In addition, the Office Manager will support the course registration process and aid in the execution of other events organized by the Main Office.

KEY RESPONSIBILITIES:

• Provide administrative support to the Assistant Principal of Academics, the Assistant Principal of Faculty Development, the Assistant Principal of Student Life.

• Manage the administrative and clerical responsibilities of the main office including phone coverage, mail processing, daily announcements, ongoing record keeping and maintenance of archival records.

• Support the management of class coverage by reporting faculty absences to Assistant Principal of Faculty Development; update and share daily proctor sheets with teachers.

• Manage cyclical tasks including exam preparation, mini-school night, parent-teacher conference set-up, beginning of school data and lists.

• Provide administrative support for exams and testing including monitoring proctor list, scheduling make-up exams and ordering supplies for exams (blue books, Scantrons, etc.).

• Support the process of the entry of student grades into the student information system.

• Assist in maintaining academic data for current students including grades, report cards, and transcripts. Assist data manager with year rollover including data for incoming class and movement of data for graduating class

• Maintain academic transcript data for alumni; generate transcripts as requested.

• Order postage meter and mailroom copier supplies.

• Assist the Director of the Principal's office with Colleague and Faculty meetings, Missioning Mass, Commencement weekend events.

• Serve as backup for attendance and coverage for the Director of the Principal's Office.

• Protect the integrity of students, faculty, staff, administrators, alumni and the institution as a whole by maintaining confidentiality in all matters related therein.

• Interact pleasantly and professionally with all staff, teachers, students, parents, board members, alumni, and the public.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• High School diploma required, Bachelor's degree in related field preferred.
• Microsoft Office skills
• Google Suite skills
• Adept in learning new technologies, especially database-driven software
• Experience working with Blackbaud SIS software

DESIRED COMPETENCIES:

• Decision-making ability
• Discretion and professionalism
• Financial accountability
• Planning, managing and measuring
• Relationship building and effective communication
• Strong organizational skills and attention to detail

In order to be considered for an interview, please submit the following information to the Office of Human Resources at hr@sjprep.org or mail to:

Joseph Dougherty, Sr. Director, Human Resources
St. Joseph's Preparatory School
1733 West Girard Avenue
Philadelphia, PA 19130

Deadline: May 23, 2025

Cover letter
Resume
List of three references (contact info only)

To be submitted upon an offer of employment*:

PA State Criminal Record Check (within one year)
PA State Child Abuse History Clearance (within one year)
FBI Fingerprint Record Check (within one year)

*Any offer of employment is contingent upon acceptable clearances.

For information on our mission and characteristics of the school, please visit our website at www.sjprep.org

EQUAL OPPORTUNITY EMPLOYER

About the Employer

The mission of St. Joseph's Prep-a Catholic, Jesuit, urban, college preparatory school-is to develop student's minds, hearts, souls, bodies and character in their pursuit of becoming Men For and With Others.