Administrative Assistant

Counseling & Student Services Administrative Assistant

Christian Brothers Academy is a private, Catholic, coeducational college preparatory school established in 1900 by the Brothers of the Christian Schools, a religious order founded by St. John Baptist de La Salle. The student body of 7 through 12 graders reside in Syracuse and over 30 different surrounding communities. The school enjoys a rich and distinguished tradition of academic, spiritual, athletic, and co-curricular excellence.

The typical CBA graduate matriculates directly to a 4-year college.

CBA operates with an administrative team of President, Principal, Assistant Principals for Academic Affairs, Student Affairs, and the Junior High School. The Directors of Athletics, Vice Presidents of Enrollment Management, Mission, Advancement, Finance, and Director of Guidance, have prominent roles at the school.

The Counseling & Student Services Administrative Assistant is a 12-month position with daily hours of 7:30 AM to 3:30 PM. Summer hours are 9:00 AM to 2:00 PM. This position reports directly to the Director of Counseling & Student Services and the Principal.

The Administrative Assistant for the Counseling and Student Services Department plays a critical role in supporting students, managing sensitive records, and ensuring the smooth daily operation of a busy high school counseling office. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to thrive in a fast-paced, student-centered environment.

• Maintain and update all student records and transcripts with a high degree of accuracy
• Process transcript requests (graduates, transfers, NCAA, scholarships, and colleges)
• Coordinate incoming and outgoing student records with other schools and organizations
• Ensure proper authorization and strict confidentiality of all student information
• Maintain accurate and confidential data across multiple systems and ensure consistency of records

• Support counselors with scheduling, documentation, and daily workflow coordination
• Coordinate meetings with students, families, and support staff
• Collaborate with counselors, administrators, and external agencies to support student needs
• Assist with resource services documentation (e.g., 504 plans, reports)
• Respond to urgent or sensitive student situations with discretion and professionalism

• Maintain standardized testing records (SAT, ACT, PSAT, and related assessments)
• Support the administration and organization of school-based testing programs
• Prepare and distribute academic records, grade reports, attendance reports, and related materials to counselors

• Schedule and manage college representative visits using Naviance
• Serve as a key point of coordination for college and scholarship application processing
• Track required documents and ensure timely completion of application components

• Serve as the first point of contact for students, families, and visitors
• Answer phones and respond to inquiries regarding school procedures, college processes, and deadlines
• Manage daily schedules, student appointments, and a high-volume pass system
• Track counselor availability and coordinate communication throughout the day
• Communicate guidance-related opportunities, deadlines, and updates via the daily bulletin and office displays;
  Maintain the office/hallway digital displays
• Prioritize tasks and manage a high-volume workload with frequent interruptions
• Maintain office equipment and ensure the availability of necessary supplies

• Well-suited for the ministry of Lasallian education.
• Ability to thrive in a fast-paced, high-volume office environment
• Strong organizational, multitasking, and prioritization skills
• High level of discretion and ability to maintain confidentiality
• Strong interpersonal skills and a genuine interest in working with students
• Excellent communication skills (phone, email, and in-person)
• Ability to work independently while managing multiple responsibilities
• Excellent computer skills, including the Google suite, Microsoft Publisher, and Excel;
  Experience with school systems (e.g., Naviance, Blackbaud) preferred
• Desire and ability to work collaboratively with the teachers, guidance counselors, administrators, and parents.

Start Date :
Assume responsibilities on or about July 27, 2026.

Salary/Benefits :
Starting salary range of $38,000 to $42,000 based upon experience with competitive benefits, including tuition benefit; competitive retirement benefits.

While we sincerely appreciate all applications, only those candidates selected for interview will be contacted.