Administrative Assistant – Academic Center for Excellence (ACE)

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

Benefits offered by this job

Benefits package

Life insurance

Job summary

Loyola High School in Los Angeles seeks an Administrative Assistant for the Academic Center for Excellence (ACE). You will provide executive-level support to the Head of ACE, manage calendars, generate reports, reconcile budgets, and handle IT/Facilities needs.

You will also coordinate the After School Tutoring and Mentoring Program and assist with campus exams and accommodations. The role requires advanced MS Office/Google Suite skills, ability to design promotional materials (Canva), and

Qualifications

• Bachelor’s degree preferred.
• 2+ years of professional administrative or operations experience required.
• Experience supporting a department head in an academic environment is a plus.

Responsibilities

• Provide high-level administrative support to the Head of ACE, including calendar management, reports, and handling helpdesk requests.
• Manage day-to-day office operations and filing systems.
• Design promotional materials for ACE (flyers, handouts).
• Oversee After School Tutoring/Mentoring Program logistics.
• Assist with PowerSchool and attendance tasks.
• Coordinate accommodations for finals and testing periods.
• Support events in evenings/weekends and host visiting professionals.

Skills

Multitasking

Attention to detail

Communication

Discretion

Professionalism

Technology adaptability

Admin support

Education

Bachelor’s degree

Tools

Microsoft Office

Google Workspace

Canva

Job description

# ADMIN ASSISTANT - ACADEMIC CENTER FOR EXCELLENCE (ACE)## OverviewSalary Range$45,000.00 - $50,000.00 Salary## DescriptionADMINISTRATIVE ASSISTANT ACADEMIC 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 RESPONSIBILITIES* Provide 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 ACE* Oversee 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 asterisks* Manage 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 Coordinator* Support and schedule training for the Junior Ignatian Scholar Tutors and Mentors* Provide 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 ACE* Host various allied professionals who come to campus for ACE business such as psychologists observing students, peers from other schools, and educational organizations* Arrange, set up, and manage hospitality for various ACE meetings and other events.* Other duties as assigned.## QualificationsQUALIFICATIONSEducation & 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 priorities* Demonstrate ability to work independently and as a team member, set priorities appropriately, and organize workload effectively to meet strict deadlines* Superior customer service, problem-solving, planning and organizational skills* Excellent verbal and written communication skills* Demonstrated 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 technology* Advanced 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 Conditions* Prolonged 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 BENEFITS* Annual Salary Range: $45,000 - $50,000* Loyola 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.