Administrative Assistant - Student Life Office

Job Summary:

The Administrative Assistant in Student Life is the central point of contact for all student-related operations, they serve as the first line of communication for students, families, faculty, and staff. This position supports the daily office functions including but not limited to: attendance management, enforcement of student policies, and meetings with Deans. The role requires a high level of discretion, organization, patience, and attentiveness in a fast-paced environment. Utmost confidentiality is required when handling or being aware of any information related to students or situations involving students, faculty, and administrators.

Supervisory Responsibilities:

While this position does not have formal supervisory duties, the Administrative Assistant may provide direction and assistance in monitoring student behavior in alignment with school policies.

Duties/Responsibilities: 

Attendance Management

1. Oversee daily student attendance operations including late arrivals, early dismissals, field trips, mission trips, and absences.
2. Maintain accurate records in accordance with FERPA regulations and school policies.
3. Assist parents with system utilization and communication with the Deans about absences, tardy notes, etc.
4. Run daily and monthly student attendance reports to support school administration.

Administrative Support

1. Provide clerical and operational support to the Vice Principal of Student Life, Middle School Principal, and Deans. This includes data entry, communications, event logistics, exam make-up coordination, proctoring, and managing student information systems.
2. Serve as the main point of contact for office calls and visitors, answering questions, forwarding messages, and supporting schoolwide communications.

Records & Systems

1. File student documentation, update student records, manage ID card reprints and locker assignments.
2. Support the Vice Principal of Student Life with PA announcements and daily bulletin screens.
3. Reissue annual update forms, ensuring accurate information is entered into Blackbaud and other information systems.

Student Interaction & Support

1. Maintain a structured, respectful, and welcoming environment for students.
2. De-escalate student issues, connecting them with appropriate personnel (i.e. Deans, Guidance Counselors, Social Workers).
3. Manage the student uniform closet, assisting families and PALS with any inquiries.

Event & Program Support

1. Assist in the planning and staffing of Student Life Events (dances, proms, yearbook party, etc.) and required school functions (Open House, Graduation, etc.).
2. Maintain the list of students on medical exemptions, coordinating with the Deans, Nurse, and Physical Education Department.

Qualifications:

Education & Experience

1. High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
2. Previous experience in a school setting or office administration (2 years preferred)
3. Familiarity with school environments, especially middle and high school dynamics.

Technical Skills

1. Proficiency in Microsoft Office Suite (Word, Excel), Google Workspace (Docs, Sheets, Drive), and student information systems (e.g., Blackbaud, Orah, etc.).
2. Comfortable with managing attendance databases, discipline logs, and scheduling systems.
3. Ability to operate standard office equipment such as copiers, printers, and multi-line phone systems.

Organizational & Administrative Abilities

1. Strong organizational skills and attention to detail.
2. Ability to multitask, meet deadlines, and prioritize effectively.
3. Experience handling confidential information with discretion and professionalism.

Communication & Interpersonal Skills

1. Excellent verbal and written communication skills.
2. Friendly, welcoming demeanor; able to interact positively with students, parents, faculty, and staff.
3. Ability to manage student behavior calmly and respectfully when needed.

Other Desired Attributes

1. Demonstrated ability to work collaboratively as part of a team, especially with Deans, School and College Counselors, and administrators.
2. The ability to maintain composure and respond effectively in fast-paced or sensitive situations.
3. Understanding of and commitment to the mission and values of La Salle Academy.