Guidance Office Administrative Specialist

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

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.