Job Description:
Founding Office Administrator
Reports to: Exec. Dir.
FLSA Status: Exempt
Rooted in the Catholic faith, St. Carlo Acutis Early Learning Centers are Christ-centered communities that embrace the dignity and uniqueness of every child. Students are formed spiritually, intellectually, and morally, and are prepared to live as missionary disciples in service to the Church and the world. This role operates in a startup environment where processes are actively being developed. It requires initiative, adaptability, sound judgment, strong follow-through, and the ability to create order where processes do not yet exist. During the first-Center launch, the Administrator will also serve as a primary administrative point of contact for families, employees, vendors, diocesan offices, and other stakeholders. As Center-based capacity grows, routine site administration will transition to Center personnel, and this role will increasingly focus on network-wide systems, operational coordination, and executive support. The Founding Office Administrator serves as the network's primary administrative liaison with appropriate offices of the Diocese of Bridgeport, particularly Human Resources and Finance, and supports a culture of hospitality, service, collaboration, confidentiality, and operational excellence consistent with the Catholic mission of St. Carlo Acutis Center, Inc.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provide comprehensive administrative support to the Executive Director and support efficient day-to-day operations.
- Establish, document, implement, and improve administrative systems, workflows, procedures, templates, calendars, records and tracking mechanisms that can be
replicated across future Centers.
- Manage communications, correspondence, scheduling, meetings, records, files, supplies, purchasing, invoices and other general administrative functions.
- Coordinate meetings, materials, documentation, follow-up, action items, deadlines, and organizational priorities for the Executive Director.
- Serve as a primary administrative point of contact for families, prospective families, employees, visitors, vendors, and diocesan offices.
- Support new-Center opening and operational readiness, including documentation, purchasing, vendors, communications, meetings, and deadlines.
- Serve as the primary administrative liaison with diocesan Human Resources and Finance for onboarding, employee documentation, routine inquiries, invoices, purchasing,
expenses, tuition administration, and related matters.
- Maintain accurate and confidential student, personnel, financial, and administrative records in accordance with diocesan policies and applicable requirements.
- Track administrative and compliance requirements and support timely completion of required reports and documentation.
- Identify administrative or operational gaps, recommend solutions, and escalate matters requiring executive or diocesan guidance.
- Support Center events, communications, special projects, and the transition of routine Center-level administration to site personnel as the network grows.
- Perform other duties as assigned by the Executive Director.
QUALIFICATIONS AND REQUIREMENTS
- Degree in business administration, office management, or a related field preferred; equivalent relevant experience will be considered.
- Three to five years of administrative or office management experience, preferably in an educational, nonprofit, or similar environment.
- Strong organization, attention to detail, follow-through, and ability to manage multiple priorities and deadlines with minimal supervision.
- Excellent written and verbal communication skills and demonstrated professionalism with employees, families, vendors, and external stakeholders.
- Proficiency with Microsoft Office and ability to learn diocesan administrative, HR, financial, and student information systems.
- Collaborative and service-oriented, with the ability to work effectively with the Executive Director, Center staff, diocesan offices, families, and vendors.
- Understanding of and commitment to supporting the mission and values of the St. Carlo Acutis Early Learning Center.
- Active member of a Diocesan parish/faith community in good standing with the Catholic Church.
- Adhere to the U.S.C.C.B. Charter for Safe Environments Policy for Virtus compliance and adhere to the civil laws and reporting procedures.
Interested candidates should complete the CT Reap application, include resume and three letters of recommendation to the attention of: milski@diobpt.org