ADMIN ASSISTANT - ACADEMIC CENTER FOR EXCELLENCE (ACE)

Loyola High School of Los Angeles; Los Angeles (CA); On-site; USD 45,000 - 50,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

403(b) retirement match

Life insurance (employer-paid)

Job summary

Loyola High School of Los Angeles is seeking an Administrative Assistant for the Academic Center for Excellence (ACE) to provide high-level administrative support to the Head of ACE and to manage department operations. The role includes budgeting, scheduling, reporting, and coordinating tutoring and testing programs.

You will prepare materials, manage communications, and assist with ACE events, proctoring exams, and student accommodations during finals and standardized testing windows.

Qualifications

• Bachelor’s degree preferred from an accredited college or university.
• 2+ years of professional administrative or operations experience required.
• Administrative support experience within an academic environment is ideal.

Responsibilities

• Provide high-level administrative support to the Head of ACE.
• Oversee credit card reconciliation and budget tracking.
• Prepare detailed reports and presentations.
• Triage IT Helpdesk requests and operational needs.
• Manage daily office operations including reception, supplies, and filing.
• Design flyers and promotional materials for ACE.
• Oversee After School Tutoring / Mentoring Program administration.
• Coordinate and support evenings/weekend ACE events and visits.
• Assist with proctoring exams and scheduling makeups for finals.

Skills

Multitasking

Attention to detail

Record-keeping

Organization

Verbal communication

Confidentiality

Independence

Team collaboration

Microsoft Office

Google Suites

Canva

Education

Bachelor's degree

Tools

Microsoft Office

Google Suites

Canva

Job description

ADMINISTRATIVE ASSISTANTACADEMIC CENTER FOR EXCELLENCE (ACE)ABOUT LOYOLAAs the oldest continuously run educational institution in Southern California, founded in 1865 and becoming a Jesuit institution in 1911, Loyola High School of Los Angeles (Loyola) remains committed to providing a rigorous Jesuit Catholic College Preparatory education to a diverse group of young men who leave the school prepared for lives of leadership and service to their community. The Jesuit philosophy of educating the whole person is the guiding principle of the school today.ABOUT THE ACADEMIC CENTER FOR EXCELLENCE (ACE)ACE is an arm of the Loyola High School Counseling Office that provides support for students with diagnosed learning differences / disabilities. Additionally, all tutoring services for the student body are run out of ACE.POSITION SUMMARYThe Administrative Assistant for The Academic Center for Excellence (ACE) serves as the primary administrative and operational support to the Head of ACE, ensuring the smooth functioning of department programs and services. Reporting directly to the Head of ACE, this role provides comprehensive administrative assistance, manages electronic and hard-copy student files, oversees department finances and credit card reconciliations, coordinates schedules and IT/facility needs, and produces key departmental communications and promotional materials. Additionally, the Administrative Assistant supports the Head of ACE in managing daily operations for the After School Tutoring and Mentoring Program including tracking attendance, scheduling, and supporting student tutors and mentors while assisting with campus-wide accommodations during final exams, standardized testing, and makeup proctoring. As a key representative of the Head of ACE and the department, this position handles event hospitality and logistics, hosts visiting educational professionals, and represents ACE leadership at designated evening and weekend campus events.ESSENTIAL RESPONSIBILITIESProvide comprehensive high-level administrative support to the Head of ACE, including managing executive calendar commitments, overseeing credit card reconciliation and budget tracking, preparing detailed reports and presentations, and triaging IT \"Helpdesk\" requests and operational needs.Manage daily office operations, including visitor reception, office supply procurement, equipment maintenance, and electronic and hard copy filing systems.Design flyers, handouts and other promotional materials for the ACEOversee the After School Tutoring / Mentoring Program, including but not limited to managing the tutors and tutees and mentors and mentees, ensuring their work space is well-kept, that they have the necessary supplies and that everyone stays on task.Manage information and a variety of administrative tasks in PowerSchool, Loyola’s Student Information System, such as schedule students for services, add SLP links and red asterisksManage student attendance records and email reminders for tutees and mentees.Assist with managing the list of needed accommodations for students during final exams week, including communicating those needs with teachers and delivering needed materials or technologies during this time.Provide periodic back-up support for Extended Time Testing CoordinatorSupport and schedule training for the Junior Ignatian Scholar Tutors and MentorsProvide administrative support during occasional evening and weekend events such as ACE presentations held in the evening, the Freshman Retreat in October, Open House in November, HSPT Testing in January, Interchange in March, and Placement Exams in April and/or May.Assist with proctoring various extended time tests such as the PSAT, SAT and AP exams.Schedule and proctor make up final exams for fall and spring (both extended time and standard)Represent ACE on campus to the students, parents, administrators, faculty, and staff in accordance with the professional standards set forth by the Head of ACEHost various allied professionals who come to campus for ACE business such as psychologists observing students, peers from other schools, and educational organizationsArrange, set up, and manage hospitality for various ACE meetings and other events.Other duties as assigned.QUALIFICATIONSEducation & Experience:Bachelor’s degree from an accredited college or university preferred.2+ years of professional administrative or operations experience required. Administrative support experience within an academic environment is ideal.Knowledge, Skills, & Abilities:Demonstrated extensive high-level administrative experience supporting a department head.Demonstrate experience with multitasking, attention to detail, meticulous record-keeping and reorganizing tasks according to shifting prioritiesDemonstrate ability to work independently and as a team member, set priorities appropriately, and organize workload effectively to meet strict deadlinesSuperior customer service, problem-solving, planning and organizational skillsExcellent verbal and written communication skillsDemonstrated ability to perform duties with a high level of integrity, professionalism, discretion, judgment, diplomacy and tact.Demonstrated ability to handle sensitive issues and maintain confidentiality.Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.Ability to be flexible and adapt to changes in technologyAdvanced working knowledge of Microsoft Office and Google Suites, and ability to learn and use new software quickly. Solid familiarity with Canva is highly preferred.Physical Requirements & Work ConditionsProlonged sitting or standing at a desk for up to 6–8 hours a day while operating a computer.Walking across campus, facility, or event venue to set up meetings, coordinate hospitality, or guide guests.Occasional lifting and carrying of items weighing up to 20–25 lbs.Close visual acuity required for extensive computer work, proofreading, and analyzing data. Clear hearing and speech are necessary for heavy phone interaction and face-to-face communication.The primary workspace is a climate-controlled, indoor office environment with standard fluorescent lighting and low-to-moderate noise levels.High volume of public interaction, particularly with students. The environment requires navigating diverse social dynamics, requiring a high level of emotional intelligence, patience, and confidentiality.While typically adhering to a standard Monday–Friday schedule from 7:30 am - 4:30 pm, the role may require occasional evening or weekend hours to support special meetings and events.Reasonable Accommodation: Loyola High School of Los Angeles complies with all applicable state and federal laws, including the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA). Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.COMPENSATION AND BENEFITSAnnual Salary Range: $45,000 - $50,000Loyola offers a personalized benefits package from available medical, dental, and vision coverage plans and employer-paid life insurance.Loyola employees benefit from an employer sponsored 403(b) match up to 6% after completing one year of service.APPLICATION PROCESSTo apply, please visit www.loyolahs.edu and submit your application with your resume and cover letter. Only candidates who are selected for an interview will be contacted.EQUAL EMPLOYMENT OPPORTUNITYLoyola High School of Los Angeles is committed to fostering a supportive workplace and providing equal employment opportunities in recruitment, hiring, training, and promotion for all people regardless of race (inclusive of traits associated with race, including, but not limited to, hair texture and protective hairstyles, which includes, but is not limited to, such hairstyles as braids, locs, and twists), color, religion, sex (including pregnancy, childbirth, and related medical conditions), gender (gender identity and gender expression), national origin or ancestry, physical or mental disability, age, medical conditions (including cancer or genetic characteristics), genetic information, marital status, military and veteran status, sexual orientation, transgender status, reproductive health decision-making (including, but not limited to, a decision to use or access a particular drug, device, product, or medical service for reproductive health), or any other characteristic protected by federal, state, or local laws. All personnel actions—including compensation, benefits, training, transfers, and terminations—will be administered without regard to these protected characteristics.Note: As of January 1, 2026, in accordance with Education Code section 44051 (as added by California Senate Bill 848), applicants for all positions at a private school are required by law to provide a complete list of every school district, county office of education, charter school, state special school, diagnostic centers operated by the California Department of Education, and/or private school with which they have previously been employed, regardless of length of service. Loyola’s application will require you to include any part-time and/or substitute work in addition to any full-time employment positions. Failure to disclose all previous educational employment, regardless of length or location, may result in disqualification of your application and/or may be deemed as dishonesty in the hiring process and subject to discharge should you become employed.