St. Charles Preparatory School - College and School Counseling Office Student Services Administrative Assistant

Catholic Diocese of Columbus•Columbus, OH

2d•Onsite

About The Position

The Student Services Administrative Assistant plays a central operational role in supporting administrative functions across the Guidance, College Counseling, Campus Ministry and Athletics offices. This position ensures the accuracy of student records, strengthens communication between departments, and upholds compliance. The Student Services Administrative Assistant collaborates with the school administration, admissions, athletics, nurse and more to support the mission of St. Charles Preparatory School.

Requirements

Strong organizational and data management skills
Experience with student information systems (PowerSchool, Scoir, or equivalent)
High attention to detail and accuracy in compliance-related work
Ability to manage multiple priorities across departments
Strong communication and customer service skills
Ability to maintain confidentiality of student records and conversations.

Responsibilities

Maintain and manage official student academic records and transcripts
Ensure compliance with state, diocesan, and institutional reporting requirements
Process transcript requests, enrollment verifications, and graduation documentation
Support the student withdrawal process by updating records and coordinating required documentation
Assist in maintaining and updating PowerSchool records, including physical education waivers, summer school, College Credit Plus, and transfer grades
Scan and submit transfer student records in a timely manner
Conduct checks to ensure required courses appear on transcripts
Maintain organized electronic and paper files for student records
Provide administrative support to guidance and college counseling staff
Greet and assist visitors, parents, and students in the Student Services area
Coordinate fall college visits, including student attendance and passes
Manage and upload student and parent data to Scoir
Track Scoir data, including missing teacher recommendations, and communicate reminders
Assist with college and university communications
Maintain conference room scheduling and online calendar
Support graduation program preparation, senior scholarship lists, and cross-departmental projects
Answer phone calls and emails; respond promptly and professionally
Supervise student runners
Maintain copier supplies, toner, and paper; ensure equipment readiness
Maintain a clean, organized, and safe work environment, including office supply inventory
Support projects for Campus Ministry, Athletics, the School Nurse, Cafeteria, and other departments if time allows after College Counseling and Guidance Office functions are met.
Process work permits
Complete copying, filing, scanning, and other duties as assigned
Assist with tracking student athletic eligibility and required documentation
Assist in coordinating deadlines, requirements, and communication for athletic participation
Manage and monitor completion of required student and family forms, including Physical Education Waivers
Partner with Safe Environment Office to ensure accurate coaching compliance
Assist the Cafeteria Manager in the coordination of volunteers
Ensure all volunteers and cafeteria workers are compliant with background checks and Protecting God’s Children training
Partner with the Safe Environment office to ensure all volunteers and workers are reported to the Diocese when requested
Serve as the primary point of contact for students needing assistance with dress code compliance.
Maintain and organize the school uniform closet, ensuring an adequate inventory of approved apparel items.
Accept and organize the donation of apparel items.
Maintain records related to uniform closet usage.