Counseling Office Assistant

St Francis Xavier Elementary; Indiana; On-site; USD 21,000 - 30,000; Part time

Job summary

St. Francis Xavier Catholic School System is seeking a part-time Counseling Office Assistant for Xavier High School to provide administrative, operational, and event support to the counseling department and registrar.

You will manage office workflows, publish newsletters, maintain databases in Naviance and PowerSchool, coordinate college visits, organize materials for events, and help with graduation logistics. Applicants should have a high school diploma and experience in administrative roles.

Qualifications

• High school diploma required or equivalent.
• Experience in administrative settings preferred.
• Strong organization and confidentiality.
• Proficiency with Google Workspace and basic office software.

Responsibilities

• Manage daily office workflows and counselor appointment processes.
• Publish weekly counseling newsletter and update department pages.
• Maintain student databases in Naviance and PowerSchool.
• Coordinate college visits and graduation logistics.

Skills

Discretion

Organizational Skills

Clear Communication

Customer Service

Education

High School Diploma

Tools

Naviance

PowerSchool

Google Workspace

Job description

Counseling Office Assistant

Vacancy ID: 274877

Xavier High School

Number of Openings: 1

Close Date: Open until filled

Position Details

Position Start Date: As soon as possible

Terms/Schedule: 20 hours/week - 11 month/year

Appointment Type: Part Time

Contact

St. Francis Xavier Catholic Catholic School System, Human Resources

Director of Human Resources

Email: [e-mail]

Phone: [phone]

Website: https://www.xaviercatholicschools.org

Description

The School Counseling Office Assistant provides comprehensive administrative, operational, and event support to the counseling department, serving as the central coordinator and support for our three school counselors and registrar.

Key Responsibilities

Administrative & Suite Operations

• Manage daily office workflows, including issuing counselor appointment slips, handling schedule change forms, maintaining supply inventory, and keeping the suite organized.


• Publish the weekly counseling newsletter, update suite brochure displays, and maintain department web pages (driver's education, student job postings, and counseling resources).


• Maintain emergency and community resource contacts.

Student Records

• Manage student databases and platforms (Naviance and PowerSchool)


• Prepare academic folders and transcript cards for incoming freshmen and transfer students, and assign counselor loads following yearly system rollovers.


• Maintain tracking sheets for student graduation requirements

Admissions & Event Planning Support

• Coordinate college representative visits using RepVisits and Naviance, managing scheduling, student passes, calendar entries, and daily announcements.


• Organize logistics, handouts, slideshows, letters, and translated materials for school counseling office events


• Log incoming scholarship opportunities in Naviance, prepare application materials, and add scholarship updates to department meeting agendas.

Graduation & Awards Logistics

• Liaise with graduation vendors to schedule dates, order faculty and student apparel, track diploma name forms, and order honor cords.


• Process diplomas: obtain administrative signatures, archive digital copies, verify completion of service hour requirements, and stage diplomas for commencement.


• Facilitate award processes for Senior Awards Night


• Design, print, and assemble programs for Senior Awards Night and Graduation; prepare event supplies, assigned seating charts, and media lists.

Qualifications

• High school diploma required; prior experience in administrative support or educational settings preferred.


• Proficiency with database management (Naviance/SIS platforms) preferred.


• Proficiency with Google Workspace.


• Exceptional organizational skills, discretion with confidential student records, and clear communication abilities.

Candidate Requirements

Additional Requirements

• Custom Questions