Administrative Assistant, Guidance Office

To apply:

Qualified candidates are invited to submit a cover letter, resume, or curriculum vitae, along with the contact information for three letters of reference, who will be contacted only if you are selected for an interview. Only applications submitted via our Career portal will be considered. 

Sacred Heart University complies with all federal and state employment laws and regulations. Applicants must be lawfully authorized to work for any employer in the United States. We are unable to sponsor or take over sponsorship of an employment Visa for this position.

Position Summary

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.

Principal Duties & Responsibilities

• 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.

Knowledge, Skills, Abilities & Other Attributes

• 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 a willingness to learn and contribute to the school’s success.

Unusual Working Conditions

• 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).

Pre-Employment Requirement

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

Compensation & Benefits: 

The hourly compensation for this position ranges from $20.56 - $27.40. 

Sacred Heart University offers eligible employees a comprehensive benefits package that includes medical, dental, vision, life insurance, disability, retirement, paid time off, tuition remission, and other employee benefits. Specific benefits and eligibility requirements may vary based on the position and applicable plan provisions.

This job posting provides an overview of the role's general nature and expected tasks. It is not meant to be a comprehensive list of all duties performed. The university reserves the right to modify or reassign job responsibilities at any time. This posting description does not constitute an employment contract, either explicit or implied.

Sacred Heart University is a space that respects and embraces differences, recognizes the unique contributions that individuals can make, and creates a community that maximizes the potential of all faculty and staff. As an equal opportunity employer, we encourage applications from qualified candidates who reflect the wider world in which we live.