Administrative Assistant, Guidance Office

Sacred Heart University • Fairfield, CT

11d • $21 - $27

About The Position

The Administrative Assistant in the Guidance Office supports the smooth and efficient operation of school administration. The role provides clerical and administrative support to school leadership, counselors, teachers, and staff, including scheduling, communication, record-keeping, and office management. The assistant helps maintain a welcoming, organized environment and effective office operations.

The position supports students, parents, college representatives, counselors, and other visitors; manages documents and confidential records; assists with college applications and standardized testing; and helps with school events and projects. Occasional evening or weekend work may be required. The work environment is dynamic and fast-paced, especially during the start of the school year and parent-teacher conferences.

Requirements

• High school diploma required.
• At least 2 years of experience in an administrative or clerical role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills and the ability to interact professionally with students, staff, and parents.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software.
• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Ability to handle sensitive information confidentially and professionally.
• Excellent customer service skills and 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.
• Flexibility to adapt to the changing needs of the school and its staff.
• Positive and proactive attitude, with willingness to learn and contribute to the school's success.

Nice To Haves

• Associate’s degree or equivalent experience.
• Administrative or clerical experience in a school or educational environment.

Responsibilities

• Answer and direct phone calls in the Guidance Office, take messages, and respond to general inquiries from students, parents, and visitors.
• Assist students, parents, and college representatives 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, keeping inventory stocked and equipment 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.
• Use Naviance to 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 representative visits.
• Support administration of standardized testing on school days as needed.
• Perform other duties as assigned.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Disability benefits
• Retirement benefits
• Paid time off
• Tuition remission
• Other employee benefits; specific benefits and eligibility may vary by position and plan provisions.

What This Job Offers

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