Administrative Assistant - Counseling - High School

Chaminade College Preparatory • Los Angeles, CA

5d

About The Position

Chaminade College Preparatory is seeking an Administrative Assistant for our High School Counseling Department. Duties and Responsibilities: Provide administrative and clerical support to the counselors, balancing long-term tasks and day-to-day needs. Field incoming phone calls and handle general Counseling inquiries. Monitor the Counseling Office waiting area, assisting students with checking in and out. Keep office organized and stocked with supplies, fliers, college brochures, etc. Process transcript requests from alumni and send final transcripts to colleges for graduating seniors. Create/update counselor appointments in Sign-up Genius. Create counselor classroom visit schedules. Create a new calendar with pertinent school/office information each month. Help coordinate the various Counseling Department events (College fairs, College Kick-off, and Parent College Connection). Submit set-up facilities requests for all Counseling Department events. Attend Counseling Department meetings and record minutes. Upload data (transcripts, photos, and test scores) to Maia Learning. Assist with organizing PSAT Testing Day. Update counseling assignments in Blackbaud and Maia Learning. Calculate and upload seniors' GPAs for Cal Grant. Organize permission slips, rosters, and waitlists for college field trips. Collect and organize finals for extended time students. Prepare and upload file of qualified students to be considered for UC ELC. Assist the school therapist with keeping records for students with special accommodations. Create student remediation contracts at the end of each semester and monitor remedial summer school sign-ups.

Requirements

• High school diploma or equivalent required.
• Ability to follow instructions and complete assignments.
• Excellent time management skills.
• Passion for Chaminade's mission (see About Chaminade)
• Ability to work with a diverse community of people across all employee classifications.
• Ability to work independently and as part of a team.
• Able to support Marianist philosophy and School mission, core values and goals.
• Strong work ethic and sense of dedication and responsibility.
• Sound organization skills and ability to meet deadlines.
• Excellent interpersonal skills and verbal and written communication skills.
• Ability to interpret policies and to implement the application of procedures effectively.
• Works with accuracy and attention to detail.
• Computer skills include MS Outlook, word processing (MS Word), spreadsheet (Excel), data entry and data base management system (Blackbaud), presentation applications (PowerPoint), and experience working with Web Design, Graphic Design and Digital Media applications.

Nice To Haves

• A bachelor's or associate degree is preferred.
• Previous experience preferred.
• Prior school administrative support, especially in a Catholic educational setting, is preferred; however, other relevant experience is also strongly considered.

Responsibilities

• Provide administrative and clerical support to the counselors, balancing long-term tasks and day-to-day needs.
• Field incoming phone calls and handle general Counseling inquiries.
• Monitor the Counseling Office waiting area, assisting students with checking in and out.
• Keep office organized and stocked with supplies, fliers, college brochures, etc.
• Process transcript requests from alumni and send final transcripts to colleges for graduating seniors.
• Create/update counselor appointments in Sign-up Genius.
• Create counselor classroom visit schedules.
• Create a new calendar with pertinent school/office information each month.
• Help coordinate the various Counseling Department events (College fairs, College Kick-off, and Parent College Connection).
• Submit set-up facilities requests for all Counseling Department events.
• Attend Counseling Department meetings and record minutes.
• Upload data (transcripts, photos, and test scores) to Maia Learning.
• Assist with organizing PSAT Testing Day.
• Update counseling assignments in Blackbaud and Maia Learning.
• Calculate and upload seniors' GPAs for Cal Grant.
• Organize permission slips, rosters, and waitlists for college field trips.
• Collect and organize finals for extended time students.
• Prepare and upload file of qualified students to be considered for UC ELC.
• Assist the school therapist with keeping records for students with special accommodations.
• Create student remediation contracts at the end of each semester and monitor remedial summer school sign-ups.

Benefits

• Chaminade employees enjoy a competitive employee benefits program including medical, dental and vision coverages, life insurance, long-term disability insurance, flexible spending accounts, 403b retirement plan with matching contributions starting day one, and voluntary supplemental life insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED