Administrative Assistant, Guidance Office

The Administrative Assistant plays a key role in ensuring the smooth and efficient operation of the school’s administrative functions. This position provides clerical and administrative support to school leadership, counselors, teachers, and staff, assisting with a wide range of tasks including scheduling, communication, record-keeping, and office management.

The Administrative Assistant helps maintain a welcoming, organized environment and ensures office operations run effectively and efficiently.

• Answer and direct phone calls in the Guidance Office, take messages, and assist students, parents, and visitors with general inquiries, ensuring excellent customer service;
• Assist students, parents, and college representatives in accessing counselors and support services;
• Prepare and distribute correspondence, reports, and documents for the counselors; perform data entry, filing, and general document management;
• Provide administrative support for school committees, special projects, and events as directed by the Principal or school leadership;
• Maintain office supplies and equipment, ensuring inventory is stocked and in working order;
• Maintain and organize student, staff, attendance, and counseling records in compliance with privacy policies, including daily secure storage;
• Process transcript requests and send academic records for students withdrawing from Notre Dame Prep;
• Ensure receipt and proper recording of summer school grades;
• Using Naviance, support college application processes by ensuring student records are complete and submitted on time;
• Assist students with college and scholarship applications as needed;
• Process student requests for Working Papers;
• Schedule college rep visits;
• Support the administration of standardized testing on school days as needed;
• Other duties as assigned.

• High school diploma required; associate’s degree or equivalent experience preferred.
• At least 2 years of experience in an administrative or clerical role, preferably within a school or educational environment.
• The role requires flexibility to adapt to the changing needs of the school and its staff.
• Strong organizational and time-management skills.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with students, staff, and parents.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software.
• Strong attention to detail and the ability to manage multiple tasks simultaneously.
• Ability to handle sensitive information confidentially and professionally.
• Excellent customer service skills, with the ability to remain calm and professional in a busy office environment.
• Ability to work independently and take initiative, while also being a supportive team player.
• A positive and proactive attitude, with the ability to learn and contribute to the school’s success.

• Occasional evenings or weekend work may be required for school events, meetings, or special projects.
• Dynamic and fast-paced work environment, particularly during peak times (e.g., start of school year, parent-teacher conferences).

All offers of employment are contingent upon satisfactory completion of a fingerprint-supported background check and a DCF/CPS background check.