Upper School Administrative Assistant

Position Summary

The Upper School Administrative Assistant provides comprehensive administrative and operational support to the Director of the Upper School and the Directors of College Counseling and School Counseling. This central role requires professionalism, discretion, and sound judgment in a fast-paced, student-centered environment. The ideal candidate will embody the values of our school mission and Holy Cross values.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to the Director of the Upper School, with additional support to the Directors of College Counseling and School Counseling

• Support faculty and staff who report to these Directors as needed.

• Manage and coordinate Directors’ calendars, including daily review of scheduled commitments, scheduling meetings upon request, and coordinating recurring meetings throughout the school year.

• Handle sensitive and confidential information with the highest level of discretion and professionalism.

Front Office Support

• Serve as a point of contact for students, families, faculty, and visitors in the Upper School administration hallway and office area.

• Manage student flow in the administration hallway and office areas in a calm, respectful, and organized manner.

College Counseling & Records Management

• Support the college counseling team using SCOIR, the web-based college counseling system. This includes maintaining test scores, uploading and sending application documents such as transcripts and recommendation letters, running reports, and keeping student records accurate and current. Training will be provided.

• Assist the Registrar in sending official alumni transcripts, after confirming release with the Business Office.

• Learn and maintain proficiency in Blackbaud, the school's student information system, to search and access student records, locate student and teacher schedules, and identify and utilize available resources to assist both yourself and others with navigating the system.

Event Planning and Coordination

• Plan and coordinate Upper School events, including Meet the Teacher Night, awards ceremonies, student assessments, and parent information sessions.

• Work with AVI Food Services and Maintenance to coordinate catering, event logistics, and facility setup through the SchoolDude System. Training provided.

Financial Administration

• Assist with managing and authorizing use of the Upper School credit card, with prior approval from the Director of Upper School.

• Reconcile the monthly credit card statement with the Business Office.

Required Skills & Qualifications

• Associate’s degree; bachelor’s degree preferred in business administration, education, or related field.

• Minimum of three years of administrative or executive support experience, preferably in a school or educational setting.

• Successful completion of BCI/FBI background checks.

• Proficiency in Microsoft Office (e.g., Outlook, Word, Excel, Teams) and Google Suite/Workspace (e.g., Calendar, Docs, Sheets, Drive, etc.).

• High level of computer literacy and the ability to learn new systems quickly, including Blackbaud, SCOIR, and SchoolDude.

• Proven ability to handle confidential matters with integrity and discretion.

• Strong organizational, multitasking, and critical thinking skills.

• Professional, polished demeanor with exceptional interpersonal and communication skills.

• Ability to anticipate needs and respond to them appropriately.

• Ability to remain calm, patient, and compassionate while working directly with students.

• Comfort working directly with students in a high-traffic office environment.

Preferred Qualifications

• Familiarity with the college counseling and application process.

• Experience with student information systems.

• Experience planning and coordinating events.

Faith & Professional Expectations

• As a member of a Holy Cross faith-based school community, the individual in this role is expected to embody and uphold Holy Cross values in their daily responsibilities and interactions.

• This role represents Upper School leadership and requires the highest standard of professionalism, sound judgment, and integrity.