Administrative Assistant, Guidance Office

Sacred Heart University; Fairfield (CT); On-site; USD 25,000 - 34,000; Full time

Job summary

Sacred Heart University is seeking an Administrative Assistant to support the Guidance Office and school leadership. This role provides clerical and administrative support to counselors, teachers, and staff, handling scheduling, communications, and record-keeping.

The ideal candidate has at least 2 years of administrative experience in an educational setting, strong organizational skills, and proficiency with Microsoft Office.

Qualifications

• High school diploma required; associate’s degree or equivalent experience preferred.
• At least 2 years of administrative or clerical experience, preferably within a school or educational environment.
• Flexibility to adapt to changing school needs and staff.
• Strong organizational and time-management skills.
• Excellent written and verbal communication with students, staff, and parents.
• Proficient in Microsoft Office Suite and other office software.
• Ability to handle confidential information professionally.
• Excellent customer service in a busy office environment.
• Ability to work independently and as part of a team.

Responsibilities

• Answer and direct phone calls in the Guidance Office, take messages, and assist students, parents, and visitors with inquiries.
• Assist students, parents, and college representations in accessing counselors and support services.
• Prepare and distribute correspondence, reports, and documents for counselors; perform data entry, filing, and 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.

Skills

Organizational skills

Time management

Communication skills

Independence

Microsoft Office

Education

High school diploma

Associate degree or equivalent experience preferred

Tools

Naviance

Job description

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 the ability 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.