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Job Description

Academic Administrative Assistant and Substitute Coordinator - Start Date: 07/15/2024

The Academic Administrative Assistant primarily supports the Dean of Academics and provides additional support to other members of the school administration as directed.

General Authority

The Academic Administrative Assistant reports to the Dean of Academics who, in turn, reports to the Principal of the Academy.

Key Responsibilities & Activities

·         Schedule and assist day/evening events in support of the academic program including Back-to-School Nights for all grade levels

·         Coordinate the Academic Awards and Baccalaureate Awards Programs

·         Prepare yearly student honor recognition

·         Assist with processing paperwork for new teacher hires and maintain teacher files

·         Schedule appointments for teachers, parents, and students with the Dean of Academics as needed

·         Assist College Counseling Coordinator with standardized testing

·         Coordinate registration and travel plans for teachers involved with Professional Development as directed

·         Coordinate substitute teachers (in-house and outside)

·         Arrange interviews and assist with the hiring process for substitute teacher candidates 

·         Assist with the processing of paperwork for substitute teachers

·         Arrange for safety training and orientation of new substitute teachers

·         Maintain files for substitute teachers

·         Collect feedback from substitute teachers

·         Substitute when needed

·         Coordinate End-of-Year Sign Out for Faculty

·         Assist with the scheduling of Advisory conferences in conjunction with the Dean of Students Office

·         Assist with maintaining the Testing Center

·         Perform other duties as assigned by the Dean of Academics

 Position requirements:

  • Commitment to the Ursuline mission, core values, and ethical practices
  • Computer proficiency: deep understanding of databases, Microsoft office tools; mail merge
  • Ability to prioritize essential tasks
  • Strong organizational skills and attention to detail
  • Strong written and verbal communication skills
  • Excellent interpersonal skills – professional and personable with parents, students, faculty, and staff
  • Willingness to be flexible and responsive to emerging needs
  • Ability to plan, coordinate, and implement large-scale events

Founded in 1874, Ursuline Academy of Dallas is an independent Catholic, college preparatory school for young women sponsored by the Ursuline Sisters. The mission of Ursuline Academy is the total development of the individual student through spiritual formation, intellectual growth, service to others, and building of community.

Contact: Interested applicants should download the Employment Application, Background Check, and Pre-Employment Affidavit forms from www.ursulinedallas.org/about/careers. Email the completed forms along with a resume, letters of reference, cover letter and transcripts of undergraduate or graduate work to employment@ursulinedallas.org.