Guidance Administrative Assistant

Administrator:
Chrissie Sturgill

Assistant Principal at Fishers High School

TERMS:

205 Days

• Assume shared responsibility for the clerical functions of the HSE High School counseling office and counselors.
• Acquire and maintain a knowledgeable base of information concerning the total school program.
• Act as a primary liaison between the HSE High School administration and faculty with the school community.
• Provide well-organized and accurate work.

• Answer phones, take messages and screen/direct calls to the appropriate counseling office staff.
• Set the invitational tone of the Counseling Office through presence and tone.
• Use language correctly and effectively.
• Answer student questions and assist students with needs before, during and after school.
• Maintain confidentiality as required and appropriate.
• Demonstrate an openness to discuss suggestions.
• Screen and channel the calls from the school community members to the appropriate counseling staff/teachers and to the appropriate staff members.
• Record and handle any threatening calls that pertain to the school or its population (i.e., bomb threats, etc.).
• Deliver personal/urgent messages for students to classrooms by delivery from student aides.
• Communicate by radio to administrators, custodians and school nurse when appropriate.
• Organize counseling school mailings/communications/faxes for delivery to students, parents and counselors.

• Coordinate the efficient workflow of the school relative to the responsibilities of the HSE High School counselors.
• Complete clerical and copying responsibilities for the HSE High School guidance counselors.
• Maintain all HSE High School counseling office bulletin boards and displays.
• Notify office manager about office equipment and building repairs and telephone equipment and service problems.
• Organize the Counseling Office (i.e., all district/school forms and inventory of office equipment/supplies).
• Make efficient use of time and resources available.
• Demonstrate a willingness to assist and work cooperatively with all HSE High School colleagues from all divisions.
• Oversee distribution of student passes.

• Assist with HSE High School Student Registration days.
• Update and create new Enrollment Folders with current forms and documents.
• Assist new parents/students with the enrollment process during the school year. Collect forms and documents from parents.
• Assist parents and students with the withdrawal process.
  
  Assist registrar with student records management as needed.

• Update and maintain current list of tutors. Copy and distribute.

• Create class sections in Master Schedule for student aides for teachers and offices. Change student schedules for student aides. Notify study halls and teachers of schedule changes.
• Print class rosters for sub teachers when there are not in teacher sub folder.

• Oversee the HSE High School Counseling Office fax machine, copy machines and printers.
• Operate the Skyward Student Information System, Naviance and Parchment.
• Utilize Microsoft Office (Excel, Word, Publisher and PowerPoint)

• Assist in maintaining the conference room schedules.
• Assist with coordination of semester make-up finals.
• Perform all other duties and assume other responsibilities as assigned by the HSE principal and/or Counseling Department Chair.

• Nurture a positive relationship with super-ordinates, subordinates and peers.
• Demonstrate respect for super-ordinates, subordinates and peers.
• Support corporation decisions and direction relative to matters of policy and administrative directives. Work as a team player.
• Demonstrate ability to deal with sensitive issues in a tactful and professional manner.
• Address concerns and offer suggestions in an appropriate and confidential manner.