St. Charles Preparatory School - College and School Counseling Office Student Services Administ

Position Overview

The Student Services Administrative Assistant plays a central operational role in supporting administrative functions across the Guidance, College Counseling, Campus Ministry and Athletics offices. This position ensures the accuracy of student records, strengthens communication between departments, and upholds compliance. The Student Services Administrative Assistant collaborates with the school administration, admissions, athletics, nurse and more to support the mission of St. Charles preparatory School.

• Maintain and manage official student academic records and transcripts
• Ensure compliance with state, diocesan, and institutional reporting requirements
• Process transcript requests, enrollment verifications, and graduation documentation
• Support the student withdrawal process by updating records and coordinating required documentation
• Assist in maintaining and updating Power School records, including physical education waivers, summer school, College Credit Plus, and transfer grades
• Scan and submit transfer student records in a timely manner
• Conduct checks to ensure required courses appear on transcripts
• Maintain organized electronic and paper files for student records

• Provide administrative support to guidance and college counseling staff
• Greet and assist visitors, parents, and students in the Student Services area
• Coordinate fall college visits, including student attendance and passes
• Manage and upload student and parent data to Scoir
• Track Scoir data, including missing teacher recommendations, and communicate reminders
• Assist with college and university communications
• Maintain conference room scheduling and online calendar
• Support graduation program preparation, senior scholarship lists, and cross-departmental projects

• Answer phone calls and emails; respond promptly and professionally
• Supervise student runners
• Maintain copier supplies, toner, and paper; ensure equipment readiness
• Maintain a clean, organized, and safe work environment, including office supply inventory
• Support projects for Campus Ministry, Athletics, the School Nurse, Cafeteria, and other departments if time allows after College Counseling and Guidance Office functions are met
• Process work permits
• Complete copying, filing, scanning, and other duties as assigned

• Assist with tracking student athletic eligibility and required documentation
• Assist in coordinating deadlines, requirements, and communication for athletic participation
• Manage and monitor completion of required student and family forms, including Physical Education Waivers
• Partner with Safe Environment Office to ensure accurate coaching compliance

• Assist the Cafeteria Manager in the coordination of volunteers
• Ensure all volunteers and cafeteria workers are compliant with background checks and Protecting God’s Children training
• Partner with the Safe Environment office to ensure all volunteers and workers are reported to the Diocese when requested

• Serve as the primary point of contact for students needing assistance with dress code compliance
• Maintain and organize the school uniform closet, ensuring an adequate inventory of approved apparel items
• Accept and organize the donation of apparel items
• Maintain records related to uniform closet usage

• Strong organizational and data management skills
• Experience with student information systems (Power School, Scoir, or equivalent)
• High attention to detail and accuracy in compliance-related work
• Ability to manage multiple priorities across departments
• Strong communication and customer service skills
• Ability to maintain confidentiality of student records and conversations

Reports to:

Director of Guidance

• Medical, Dental, Vision and Life insurance
• 403b matching program
• Earned PTO and paid holidays
• Professional Development Assistance

St. Charles is an equal opportunity employer.