Academy of the Sacred Heart in New Orleans, founded in 1867, is an independent, Catholic, college prep institution for girls offering 17 years of instruction for one-year-olds through twelfth grade. Academy of the Sacred Heart is one of 25 Network of Sacred Heart Schools in the United States-Canada sponsored by the Religious of the Sacred Heart (RSCJ).

Job Description:

The Administrative Assistant is directly accountable to the Director of Facilities and works to ensure that the facilities department reflects the philosophy of the school in its dealings both internally and externally. This individual also offers administrative assistance to the operations manager and is actively involved in hospitality needs for all school events. This individual will need to be available for certain evening and weekend hospitality needs as warranted. This position is multi-faceted and centers around building management, operations, security and hospitality. 

The following skills will be important to ensure success in this position :

● Organized and detail oriented

● Strong problem solving skills

● Efficiency in record keeping and budget management

● Physical strength to handle hospitality requests

● Physical strength to assist the facilities department with minor needs

● Strong understanding of hospitality needs

Responsibilities include:

Essential Functions Demonstrates a clear commitment to the philosophy of the school as articulated in the Goals and Criteria of Sacred Heart Schools and models personal and professional behavior based on the Mission of the Sacred Heart.

Operations

• Assists with securing access for all employees with keys and fob access
• Assists with vehicle registration for employees
• Assists with crisis management plan as needed
• Receives all alerts and warnings of possible dangers for immediate actions and informs the Head of School, Director of Operations, and the Director of Facilities.
• Assists in the training of crisis management protocols with new faculty Assists in all safety drills

Hospitality

• Assists the Director of Operations in securing security needs for all events
• Assists the Director of Operations in summarizing facilities support needed for events
• Assists the Director of Operations with scheduling AC/Heat for all events outside of regular schedule
• Ensures that all hospitality needs for events are set up appropriately and in a timely manner
• Attends hospitality events as needed, including evening and weekends
• Maintains appropriate inventory of all items needed for events: eg. tables, chairs, tablecloths and banquet items with emphasis on sustainable methodology
• Orders all hospitality supplies with an emphasis on sustainability

Facilities Use and Maintenance

• Assists the Director of Facilities in prioritizing and identifying maintenance projects on a short term and long term basis
• Maintain a facilities database for all vendors
• Schedules service for all contracts to include security equipment, janitorial service, lawn and garden service, water wellness, pest control, HVAC and others.
• Keeps all Certificate of Insurance documents current for all vendors on an annual basis Schedules equipment repairs and safety inspections
• Maintains all reports for inspections and certifications
• Receives and tracks all deliveries for the department
• Serves as a liaison between the facilities director and vendors
• Files and maintains all updated contracts supervised by facilities and operations 

Budget

• Processes all invoices in a timely manner according to the business office protocols
• Regularly reconciles the budget for review
• Monitors expenses and pre-approved purchases
• Orders supplies for the department Researches items to obtain the lowest costs on purchases 

Transportation Management

• Maintains updated records for all Vehicles owned by the school
• Schedules all services for maintenance of vehicles
• Communicates protocols regarding use of all vehicles/busses to necessary personnel

Qualifications

Associate Degree preferred 2 -3 years of experience in building management, hospitality and/or customer service Salary commensurate with skill set and experience ($21.00-$25.00)

Application Process

Applicants should complete the Online Employee Inquiry Form at ashrosary.org/careers. Applicants will be prompted to upload the following:

1. Cover letter indicating why they are particularly interested in and qualified for the position.

2. Current résumé.

3. Names, addresses, and telephone numbers of three references from current and/or former director supervisors. (We will obtain permission from candidates before contacting references.)

4. During the application process, you may be asked to complete the ASH Employment Application PDF, which is available for download at ashrosary.org/careers.

Academy of the Sacred Heart is an equal opportunity employer. The goal of Academy of the Sacred Heart is to hire and motivate an outstanding and diverse faculty and staff who work together harmoniously toward the common mission.