Flintridge Sacred Heart Academy, a Catholic, Dominican, independent, college preparatory day and boarding school located in La Canada Flintridge, CA, has an immediate opening for an administrative assistant to support the College Counseling and Advising programs. Reporting to the Director of College Counseling, the College Counseling/Advising Assistant and Registrar will be responsible for performing various technical and complex clerical duties related to the permanent records of high school students according to established policies and procedures. The College Counseling/Advising Assistant and Registrar will also utilize specialize automated student information software and hardware, establish, maintain and monitor student records, grades, coursework complied and credit earned as well as communicate with advisors, teachers, administrators, parents and students to assure complete and accurate records.
Plan, schedule, coordinate, promote, and attend college counseling/advising events (e.g. college fairs, enrichment fairs, college rep visits). Occasional nights and weekends to assist with college counseling events.
Provide clerical support to the advising/college counseling office; respond to inquiries and provide assistance to staff, students and the public; schedule counseling appointments.
Greet College Admission counselors and guests of interest and aids in college admission visitors and college counselor events.
Participate in professional development webinars or other related activities to aid in the development of the college counseling/advising office.
Communicate with counselor, advisors, teachers, administrators, parents and students, test prep agencies, community based organizations, etc.
Assist advisors with course eligibility and other tasks as required in collaboration with the Academic Dean.
Plan and organize test preparation programs and provide support of standardized test administration as needed.
Perform registrar functions including the review of students’ records relevant to college admissions process (e.g. transcripts, new students, transfers students).
Oversee textbook administration.
Process and transmit requests for student information, including student transcripts for colleges and enrichment programs, visa status, transfer information, graduation verification requests, etc.
Create transcript explanation for foreign schools as needed.
Calculate GPA as required for High School transcripts/report cards, college applications, etc.
Ensure registrar practices are in compliance with FERPA.
Perform other duties as assigned including enrichment program coordination and textbook administration.
Bachelor’s degree and commensurate administrative experience.
3-4 years of front office experience, preferably in a school setting.
Proficient in Microsoft Word, PowerPoint, Excel, and Outlook. Comfortable with technology, learns new systems and software quickly.
Telephone experience and basic office skills: filing, screening calls, taking message, etc.
Excellent interpersonal skills: able to relate positively and professionally with students, parents, teachers, staff, administration and visitors.
Understanding transcript evaluations, student graduation and college entrance requirements
Familiarity with school curriculum and detailed course descriptions.
Able to multi-task, handles interruptions gracefully, and stays on target for completing tasks.
Strong organizational and communication skills.
Ability to adapt to changing situations and to handle emergencies calmly and professionally.
Demonstrated ability to keep information confidential.
Flintridge Sacred Heart Academy offers a rich, nurturing environment and a chance to make a difference in this important position. To find out more about us, visit our website at www.fsha.org. If this sounds like the opportunity you’ve been looking for, please send your cover letter and resume to email@example.com. by September 14, 2018. Please put the job title in the subject line.
Flintridge Sacred Heart Academy is an equal opportunity employer. We encourage minorities, females, disabled and qualified veterans to apply. We evaluate all applicants without unlawful consideration of race, color, age, religion, gender, marital status, disability, veteran status or any other characteristic protected by applicable law.