JOB POSTING: School Office Coordinator
Reports to: Head of School
Hours: Full-time, Monday - Friday. Flexibility to assist with special duties and work outside the regular school day to attend school-related events.
HFI Mission Duties:
Holy Family Institute (HFI) is a 120-year-old Catholic organization with an impeccable history of serving children and families in the Pittsburgh Region. We are one of Pittsburgh’s largest social service organizations operating 15 programs in three counties. We are an independent organization guided by Catholic Social Teachings and serving people of all faiths and backgrounds.
About Nazareth Prep
Nazareth Prep is an independent Catholic high school that provides a rigorous, internship-centered education focused on next generation skills for college and careers. Through a vibrant, challenging, and religious school life, Nazareth Prep students find their vocations and learn to transform their lives and the world as compassionate, creative, and critical thinkers, doers, and saints.
We believe in creating a team of experienced educators who maintain high expectations for our students and who work tirelessly to support each student’s learning, growth, and development. We believe in building a mission-driven culture that is open to faithful listening, loving relationships and recognizing God in the everyday activities of life.
Essential Functions:
The School Office Coordinator at Nazareth Prep is a vital member of the administrative team, responsible for ensuring the smooth and efficient operation of the school office. This role requires a high level of professionalism, organization, discretion, and the ability to interact positively with students, families, faculty, and staff. The Office Coordinator will manage daily administrative functions, supervise the Administrative Specialist, oversee school recordkeeping, and assist with both student and faculty support services.
Essential Duties and Responsibilities:
Promotes the Mission and Philosophy of Holy Family Institute.
Serve as the primary liaison between the school office and students, families, faculty, and external agencies.
Maintain a welcoming, organized, and efficient front office environment.
Manage and maintain the school uniform inventory and ordering processes.
Monitor and order supplies for faculty and staff needs.
Supervise the Administrative Specialist and ensure accurate maintenance of student records and daily attendance.
Coordinate and oversee annual submissions for Non-Public Instructional Funds (NPIS) through the Pennsylvania Department of Education.
Work closely with the Head of School to support the FACTS Financial Aid system, including managing application tracking and communications.
Generate reports and maintain data systems as requested by the Head of School.
Utilize Microsoft Office Suite, Google Workspace, and other database tools to support administrative operations.
Operate standard office equipment such as copiers, fax machines, and multi-line phone systems.
Provide administrative support and carry out special projects or other duties as assigned by the Head of School.
Maintain confidentiality in all matters relating to students and school operations.
Ensure all work complies with school policies and state regulations.
Promptly reports civil or criminal convictions, charges, arrests, investigations, or adjudications that may arise since staff member’s last background investigation. This includes but is not limited to sexual abuse in a prison, jail, holding facility, community confinement facility, juvenile facility, other institution (as defined in 42 U.S.C. 1997), or care provider facility; conviction of engaging or attempting to engage in sexual activity facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or who was civilly or administratively adjudicated to have engaged in such activity.
Completes other duties assigned by supervisor.
Qualifications:
Associate’s degree or equivalent experience required.
Administrative management experience preferred.
Excellent verbal and written communication skills.
Strong organizational skills with the ability to multitask and pay close attention to detail.
Proficiency in Microsoft Office, Google Workspace, and database systems.
Knowledge of and experience with standard office equipment.
Qualifications:
Ability to work independently and as part of a team.
Have a valid PA drivers’ license and must possess or be willing to obtain Act 33, Act 34, and FBI clearances.
Must be at least 21 years of age or older.
Nazareth Prep is a religious organization which operates to promote the teachings, beliefs, and values of the Catholic Church, and therefore, their employment practices will take into consideration the provision of 42 U.S.C. Section 2000e-1(a) of Title VII and the ministerial exemption applicable to religious organizations. The statements above outline the general nature and level of work being performed. They are not meant to be a comprehensive list of all responsibilities, duties, and requirements.
Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state, and local standards.
Pay Range: $47,000-54,000 per year
COMMITMENT TO SOCIAL JUSTICE
Holy Family Institute and its affiliated organizations are committed to an environment that respects and values every human being and individual differences. We will invest time and resources to create an inclusive environment for all of our stakeholders. This means we will respect diversity that includes race, ethnicity, gender, socioeconomic status, education, disability, language, and sexual orientation. We also believe that we should be “Faithful Listeners” and embrace diversity of ideas, perspectives, and values. We believe in providing access, opportunity, fair treatment, and advancement for all people. Believing that “God is Found in Everyday Activities” we will do our best to eliminate barriers that prevent full participation in our programs and services. We believe “Loving Relationships” means that all are welcome, all are neighbors, and there are no exceptions. With this belief we aim to create an environment in which any individual or group can feel welcomed, respected, supportive, and valued.
Holy Family Institute is an Equal Opportunity Employer