Administrative Assistant, Guidance Office

Notre Dame Prep•Fairfield, CT

10d

About The Position

The Administrative Assistant supports the smooth and efficient operation of the school’s administrative functions, providing clerical and administrative support to school leadership, counselors, teachers, and staff. The role includes scheduling, communication, record-keeping, and office management, and helps maintain a welcoming and organized environment. The position is based in the Guidance Office and supports students, parents, and college representatives in accessing counselors and support services. Duties also include maintaining confidential records, assisting with college applications and standardized testing, and supporting school committees, projects, and events. Occasional evening or weekend work may be required.

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, take initiative, and contribute as 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.
Satisfactory completion of a fingerprint-supported background check and a DCF/CPS background check is required as a condition of employment.

Nice To Haves

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

Responsibilities

Answer and direct Guidance Office phone calls, 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, including inventory and 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 applications 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.
Assist with standardized testing administration on school days as needed.
Perform other duties as assigned.