What are the responsibilities and job description for the Administrative Assistant - Admissions position at Sacred Hearts Academy?
Job Summary:
Sacred Hearts Academy is a Catholic, college‑preparatory school committed to providing girls and young women with an exceptional education that fosters leadership, service, and compassion for their communities and the wider world.
Under the general direction of the Director of Admissions, the Administrative Assistant plays a key role in supporting the daily operations of the Academy’s admissions office. Serving as the first point of contact for prospective families and visitors, this position helps create a welcoming, organized, and professional admissions experience.
The Administrative Assistant supports all phases of the admissions cycle by managing front desk operations, responding to inquiries, coordinating admissions communications, maintaining accurate records, and assisting with interviews, campus tours, and events. This role requires strong interpersonal and organizational skills, meticulous attention to detail, and the ability to handle confidential information with discretion, while actively supporting and advancing the mission, values, and community‑centered spirit of Sacred Hearts Academy.
Qualifications:
Minimum Qualifications:
- High school diploma or general education degree (GED)
- Three years of progressively advanced experience in administrative and clerical roles.
- Intermediate proficiency in MS Office (Excel, Word, PowerPoint)
- Report to work obligations to support the department and may require work outside normal business hours, if necessary.
- Must be able to understand, read/ write in English to follow basic instructions, and take, direction from supervisors and clients.
- Must meet training and background check qualifications and comply with Virtus/Safe Environment policy.
- Strong supervisory and leadership skills with the ability to effectively train others.
- Strong and effective communication skills in both oral and written forms.
- Able to work all shifts and extended hours.
- Must reside on Oahu.
Desired Qualifications:
- Bachelor’s degree in business from an accredited college or university.
- Two years of experience in an administrative assistant or executive assistant position.
Other Qualifications:
- Ability to work with confidential and sensitive information and records.
- Ability to effectively organize a multitude of tasks, set priorities, and meet deadlines.
- Availability to work outside standard business hours, as required, to attend, facilitate, and represent the organization at scheduled and special events.
- Experience working with students from diverse backgrounds, in multi-aged environments.
- Experience to demonstrate strong communication and interpersonal skills.
- Good interpersonal and communication skills; strong organization skills; handling multiple tasks and projects, and good judgement.
- Excellent interpersonal and customer service skills.
- Strong supervisory and leadership skills with the ability to effectively train others.
- Demonstrated ability to protect and maintain confidential information.
- Successful candidate will be able to work in an environment that utilizes excellent time and stress management skills.
Key Responsibilities:
- Admissions Office Support & Front Desk Relations (40%)
- Serve as the welcoming face of the Admissions Office by greeting prospective families, students, and visitors in a professional, warm, and courteous manner.
- Act as the first point of contact via phone, email, and in-person, responding to inquiries or directing them to the Admissions Director as appropriate.
- Support the day‑to‑day operations of the Admissions Office, including managing the reception area to ensure it is organized, informative, and welcoming at all times.
- Admissions Process Support (30%)
- Collect, organize, track, and maintain admissions applications and supporting documentation in accordance with school policies and confidentiality requirements.
- Coordinate scheduling of admissions interviews, campus tours, shadow days, and testing appointments in collaboration with the Director of Admissions.
- Prepare and distribute admissions correspondence such as application acknowledgements, reminders, and acceptance communications.
- Events, Communication & Coordination (20%)
- Assist with the planning, coordination, and execution of admissions events, open houses, school tours, and seasonal recruitment activities.
- Support effective communication with prospective families and internal stakeholders to ensure a smooth admissions experience.
- Performs other related duties as assigned (10%)
- Serves as community relations liaison for company.
- Actively participates as an effective member of the team by completing assigned duties, accepting additional assignments or reassignments.
- Assist with seasonal peaks.
Disclaimer: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties and skills required. The incumbent may be expected to perform other duties as assigned.
7:00am - 4:00pm
Salary : $45,000 - $55,000