Careers

JOB TITLE: Administrative Assistant     REPORTS TO: MO Campus Coordinator

STATUS: Part-Time, 30 hours/week     LOCATION: MO Campus, On-site

PAY: $19-21/hour                                    HOURS: Monday – Friday, 8am- 2pm/208- day calendar

Position Summary: For nearly two centuries, St Joseph Hearing + Speech has delivered exceptional listening and spoken language solutions for children with hearing loss, reflecting the charism of the Sisters of St Joseph of Carondelet (CSJs).

The Administrative Assistant plays a key role in supporting program operations and facility needs. Working under the direction of the Campus Coordinator, this position provides front office, student records, audiology support, and operational coordination to ensure smooth daily campus functioning.

Essential Duties and Responsibilities:

Administrative, Student Records and Front Office

· Creates a welcoming and professional office environment; greets visitors, answers phones, manages deliveries, and supports families and guests.

· Manages communication via phone and email and delivers messages in a timely manner.

· Maintains accurate student records across enrollment, attendance, transitions, assessments, and services; inputs and manages data in databases and tracking systems.

· Organizes and maintains child files (digital and paper) and online filing systems, ensuring documentation is complete, current, and accessible.

· Coordinates student onboarding and transitions, including enrollment paperwork, record transfers, and database updates.

· Manages the building calendar, visitors, and shared space usage; communicates with caregivers regarding enrollment, transitions, events, closures, holidays, and schedule changes.

· Plans staff travel and accommodations and supports the Campus Coordinator with scheduling, reporting, and general administrative needs.

Audiology and Program Support

· Supports audiology operations including scheduling, visit preparation, billing support, follow-up coordination, and maintenance of audiology-related student records.

· Orders, receives, inventories audiology supplies and equipment, and assists with billing worksheets in collaboration with accounting.

Operations, Compliance and Facilities

· Oversees building maintenance, serves as primary vendor contact, and supervises the cleaning crew.

· Monitors campus areas for safety and follows established procedures.

· Maintains confidentiality in accordance with HIPAA and FERPA.

· Manages employee enrollment in Missouri First Steps, monitors training compliance, and coordinates volunteers for front desk and campus support.

Supplies, Finance and Community

· Orders office, classroom, teaching, assessment materials, and snacks; tracks expenses, invoices, and codes receipts as directed.

· Manages internal and external mail.

· Supports staff appreciation efforts and assists with planning school and family events.

Other

· Performs additional duties as assigned to support campus operations and student success.

Qualifications: 

· Associate’s or Bachelor’s degree preferred; relevant experience may substitute for a degree.

· 1–2 years of experience in administrative support, development, or nonprofit work preferred.

· Proficiency in Microsoft Office Suite.

· Excellent written and verbal communication skills.

· Strong attention to detail, organization, and time management.

· Ability to handle confidential information with discretion.

Working Conditions:

· Position will be onsite.

· Must be able to sit or stand for extended periods and occasionally lift up to 15 lbs.

To Apply: Email to kgriffin@sjid.org. Subject line should be listed as: Administrative Assistant MO Campus.

Equal Employment Opportunity (EEO)

St. Joseph Hearing + Speech is an equal employment opportunity employer.