Position Description: School Counseling Administrative Assistant

Mission Statement

Oakland Catholic High School is a Christ-centered, college preparatory school for young women of diverse backgrounds. The Oakland Catholic community is committed to an environment that promotes spiritual formation, excellence in education, a wide range of activities and athletics, and service to others. Formed under the patronage of St. Joan of Arc, Oakland Catholic is dedicated to teaching young women to lead lives of faith, courage and commitment as they lay the foundation for their future as responsible and respected global leaders.

Administrative Assistant to School Counseling Office Position Overview

The Administrative Assistant in School Counseling position is a full time (12-month) position that directly reports to the School Counselors and Principal in his/her primary role of managing all administrative needs of both the School Counselors and the Director of College Counseling. Responsibilities include interacting with the administrators, school counselors, Director of College Counseling, students, faculty, parents, college representatives, and outside agencies. The individual must possess excellent communication skills, good judgment, and extensive computer skills. Facility with multiple computer applications such as Excel, Word, Pages, PowerPoint, Keynote, database systems, basic Content Management System (CMS) for editing of website, and an ability to adapt to different online platforms with ease after initial training, is essential.

Reports To: Directly to the Principal, but works daily to support the members of the School Counseling Office, including the Director of College Counseling.

Status: Full time (40 hours per week, from 7:30am-3:30pm Monday-Friday); Non-Exempt


•Performs administrative duties for all counselors.

•Receives, filters or responds to, and forwards all phone calls to counselors.

•Screens visitors to the School Counseling Office to ascertain the nature of their business and direct them to the proper counselor or provide them with the information needed.

•Orders supplies and other educational materials for the School Counseling Office.

•Prepares memos and formula email notifications for the counselors.

•Prepares daily and weekly announcements for the School Counseling Office; shares these announcements with the appropriate office for distribution/publication.

•Maintains equipment and supplies in School Counseling Office such as the copier; handles work orders for the School Counseling Office.

•Greets all visitors, assists them by answering questions and supplying information as appropriate, and maintains an organized and pleasant atmosphere in the office.

•Requests student records from other schools or agencies on behalf of the counselors, and handles any mailing, emailing, or posting to Naviance of records/essays/updates/notifications as directed by the counselors. Makes similar posts and updates to the school website.

•Sends mailings of mid-year reports or other forms/documents to colleges or outside organizations that cannot be sent electronically or posted to Naviance.

•Reviews student records regularly and maintains updated records on all students in PowerSchool; if information is missing, seeks out missing information in an appropriate manner.

•Provides school nurse with all incoming health related information and concerns.

•Coordinates with the School Office and outside agencies for students with a disability.

•Monitors students while in School Counseling Office; signs off or creates e-hall passes as necessary.

•Generates and maintains reports from PowerSchool for new students, transfers, incoming freshmen, and upper level students.

•Compiles a list of Honor Roll students at the end of each grading period and submits appropriate lists/notifications to the students’ elementary schools, parishes, and churches.

•Prepares field trip permission slips, collects completed forms and fees, creates a roster of participating students and distributes it to faculty/staff for any outings organized by the School Counseling Office.

•Coordinates scheduling and format of School Counseling events such as Financial Aid Night, Case Studies for Admissions evening, Bootcamps in the summer, Coffee with the Counselor, parent evenings, etc.

•Prepares school profile and other publications for current and prospective parents, as well as for current and prospective students, with input from the School Counselors and Director of College Counseling.

•Assists School Counselors with confidential files, reports, and scheduling of meetings for students, parents, faculty, and any outside representatives or organizations.

•Processes concussion forms and facilitates communication with faculty, staff, and counselors regarding concussion support plans.

•Facilitates the appropriate collection and maintenance of information, as well as confidential distribution to faculty and administrators of ISP forms and files.

•Facilitates the transfer of records of students with outside schools and agencies according to the protocol established by the School Office and Business Office.

•Prepares statistics for diocesan reports and provides information to the School Office as requested.

•Requests summer school offerings from other school districts, prepares information for students who need to make up courses, keeps a list of students and records the grades from courses when received.

•Updates the Course Description catalogue and assists with administrative duties associated with the course registration process.

•Assists with the school’s scheduling process over the summer; records and assists with changes in course schedules for students and staff during the summer and the school year.

•Provides college-bound students with information, forms, NCAA information and college visitation forms. Assists the Director of College Counseling with the maintenance of a log of student visits to the Director of College Counseling and any follow-up forms or information that needs to be disseminated to the student.

•Works with the Director of College Counseling over the summer to prepare for any summer events, devise a calendar for college visits, and notify students and families of steps in the college application process.

•Schedules the college representative visits for the Fall of each school year. Updates the website and the School Counseling website calendar with all college visits and other School Counseling events and deadlines.

•Maintains a spreadsheet that records all students’ individual activity in the college application process. (attended Bootcamp, met with the Director of College Counseling, visited college(s), submitted application, submitted mid-year report, brought copies of acceptance letters and scholarship awards to the counseling office, registered with a college, selected major, if applicable, etc.)

•Coordinates all awards and certificates for the Honors Convocation in the Spring of each school year. Updates all awards regularly and forwards them to the appropriate departments or individuals. Posts recognition of awards to the website.

•Assists Director of College Counseling and follows up with teachers and coaches regarding submission of letters of recommendation; proofreads letters of recommendation as directed by Director of College Counseling.

•Provides copies of transcripts to former students and colleges/universities, as requested, after verifying with the School Office and Business Office according to established protocol.

•Generates a listing of graduating seniors and submits to the Advancement Office by the end of April each year for submission to local newspapers with the names of the valedictorian and salutatorian along with photos.

•Collects personal email addresses for all seniors by May 1st and shares this information with the Advancement Office.

•Schedules rooms/building space, as needed, for the School Counselors and Director of College Counseling.

•Assists Athletic Department by providing college sports recruiters with transcripts and forms as needed; logs visits of recruiters with students (to include name of college, recruiter’s name, and time/length of visit).

•Mails test materials to scoring center.

•Maintains the confidential information obtained and enters the results of tests when received into the database system.

•Runs individual student reports such as report cards, transcripts, as well as honor roll, class rank, GPA, etc.

•Manages and organizes the transfer of files of incoming students from the Admissions Office to the School Counseling Office, updating and editing the database system, as needed, with correct contact information, parent information, test scores, etc.

•Files and notes academic and special educational needs/concerns for incoming students; notifies the appropriate offices and personnel regarding said information.

•Generates an annual plan for the design and regular update of specific display cases and bulletin boards located throughout the school and the School Counseling Office with input and direction from the School Counselors and Director of College Counseling.

Additional tasks or responsibilities may be required as the School Counseling Office evolves, but the above list offers an overview of the extent of the Administrative Assistant’s duties.

Position Requirements

•High School Diploma or Associate’s Degree or higher, supplemented by previous experience in office work and/or a secretarial/clerical setting, or any equivalent combination of related education, training, or experience that provides the knowledge and skills to perform the job functions.

•Knowledge of and experience in office software, including but not limited to: Microsoft Office Word, Excel, Gmail, Pages, Numbers, Keynote, PowerPoint, and database systems. Ability to learn and edit a website via a Content Management System (CMS) like FinalSite.

•Professional, engaging, well organized, and detail oriented. Attention to organization and detail are key attributes and an absolute requirement.

•Effective writing, organizational and communication skills are required for the purpose of disseminating notifications and instructions verbally and via email; ability to accurately correct grammatical, spelling, and typographical errors on letters, documents, and the website. Ability to read and interpret documents such as safety rules, policy and procedure manuals, technical instructions regarding software.

•Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal effectively with multiple individuals in a fast-paced office environment.

•Must be able to work independently with minimal supervision to complete tasks in an accurate and timely manner.

•Ability to quickly learn a new Content Management System (CMS) and utilize all editing capabilities.

•Ability to work well with others, maintain professional demeanor, dress, and attitude, and interface pleasantly, calmly and positively with students, parents, counselors, faculty, staff, and administrators.

•Experience with office practices, including high level of confidentiality, accuracy, organization and detail. Employee must sign a confidentiality/non-disclosure agreement and adhere to strict confidentiality of any information of a sensitive nature that may be shared as a result of access to the student information.

Other Requirements

•Attendance and assistance with some evening or weekend events will be required; dates for these events will be determined well in advance and compensation will be made in the form of equivalent comp time or pay.

Working Conditions

•Position is a full-time, year-round position at Oakland Catholic High School (40 hours per week); non-exempt status.

•A school email will be issued upon hire; all work communication via email is to be conducted with this email.

•According to both State and Diocesan requirements, all employees must file Criminal Record, Child Abuse, and FBI clearances with the school. In addition, new employees must complete the Mandated Reporting training and a Protecting God’s Children session. In accordance with Diocesan policy, Payroll will not authorize a paycheck until these clearances are on file with the school.