Administrative Assistant-Registrar

St. John the Apostle Catholic School; Florida; On-site; USD 32,000 - 43,000; Full time

Job summary

St. John the Apostle Catholic School in Hialeah, Florida, is seeking a welcoming, organized Administrative Assistant/Registrar for the 2026-27 academic year to manage student records, enrollment processes, and administrative systems such as Step Up, FACTS, Rediker, and Plus Portal.

The role serves as a liaison between the school, families, scholarship organizations, and the archdiocese, and supports reporting and compliance.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Experience in educational administration or related field advantageous.
• Proficiency in office software (e.g., Microsoft Office Suite), strong organizational skills, and attention to detail.
• Excellent verbal and written communication skills; bilingual abilities (English and Spanish) are beneficial.
• Ability to collaborate effectively and foster positive working relationships with colleagues.
• Must be able to sit for extended periods and perform data entry for extended periods.
• Spanish-language proficiency preferred (or required, depending on the position).
• Commitment to the mission and values of the Roman Catholic Church and Catholic Education; experience in Roman Catholic environment preferred.

Responsibilities

• Maintain and update student records, including enrollment, attendance, grades, and health information.
• Oversee student enrollment and withdrawal processes and ensure documentation is filed.
• Liaise between school and Step Up program.
• Create and maintain FACTS accounts; enter transactions and monitor delinquent accounts.
• Monitor Power School and Plus Portal; manage passwords.
• Collect and prepare school deposits and hand to Bookkeeper.
• Serve as liaison between school and families regarding records and enrollment.
• Ensure compliance with Archdiocesan policies and state regulations.
• Prepare and submit reports to the archdiocese and state education departments.
• Assist in scheduling and coordination of standardized testing.
• Perform other related duties as assigned.

Skills

Organizational skills

Communication skills

Bilingual English/Spanish

Education

High school diploma

Associate degree

Bachelor's degree

Tools

Microsoft Office

Job description

St. John the Apostle Catholic School in Hialeah (Dade County), Florida is seeking a welcoming, organized, and mission-driven full-time Administrative Assistant/ Registrar for the 2026-27 academic year. This is a year-round position designed to support the efficient operation of the school by managing student records, coordinating enrollment processes, maintaining key administrative systems such as Step Up, FACTS, Rediker, and Plus Portal, handling school deposits, and ensuring compliance with reporting requirements. This role serves as a critical liaison between the school, families, scholarship organizations, and the archdiocese, while assisting with various administrative functions to promote a smooth and supportive educational environment. The candidate performs all duties and responsibilities with the mission, vision, and values of the Catholic Archdiocese of Miami.

Functions and Responsibilities include:

• Student Records Management: Maintain and update student records, including enrollment, attendance, grades, and health information.
• Enrollment Coordination: Oversee the student enrollment and withdrawal processes, ensuring all necessary documentation is collected and filed appropriately.
• Step Up Coordinator - Liaison between school and Step Up.
• FACTS - Create new accounts and maintain current accounts. Enter transactions, post payments and monitor delinquent accounts.
• Power School - Monitor and maintain all aspects of the program.
• Plus Portal - Manage and maintain passwords and reset when necessary.
• School Deposits - Collect and prepare all school deposits and give them to Bookkeeper.
• Communication: Serve as a liaison between the school and parents/guardians regarding student records and enrollment matters.
• Compliance: Ensure that the school's record-keeping practices comply with Archdiocesan policies and state regulations.
• Reporting: Prepare and submit required reports to the archdiocese and state education departments as needed.
• Support Services: Assist in administrative tasks related to student services, such as scheduling and standardized testing coordination.
• Other duties may be assigned: The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Qualifications: High school diploma or equivalent required; associate or bachelor's degree preferred. Experience: Prior experience in educational administration or a related field is advantageous. Proficiency in office software (e.g., Microsoft Office Suite), strong organizational skills, and attention to detail. Excellent verbal and written communication skills; bilingual abilities (English and Spanish) are beneficial. Able to collaborate effectively and cooperatively with others by asking clarifying questions to ensure alignment and achieve shared goals. Ability to Build and sustain a positive working relationships with colleagues to foster a productive and supportive team environment. Must be able to sit for extended periods at a workstation. May be required to perform data entry for extended periods of time. Must be able to understand and serve diverse populations. Strong oral and written English-language communication skills, including clear speaking voice. Spanish-language proficiency preferred (or required, depending on the position and the needs of the community). Fully committed, supportive and respectful of the mission and tenets of the Roman Catholic Church and Catholic Education; experience in Roman Catholic environment preferred. Knowledge of basic tenets of Catholic Church. Must have a professional demeanor, including adherence to the dress code.

Please note: In addition to the eligibility requirements indicated in the Archdiocese of Miami Policy "Creating and Maintaining a Safe Environment for Children and Vulnerable Adults," the selected candidate must undergo a background screening through the Florida Care Provider Background Screening Clearinghouse and be granted a determination of eligibility as a condition of employment. For more information on the Clearinghouse please visit: