Description
IMPORTANT:
Please apply using the following link: https://loyolahs.formstack.com/forms/employment_application_administrative_assistant_main_office_2025
Emailed applications will not be accepted.
Administrative Assistant – Main Office
Position Summary:
The Administrative Assistant to the Main Office plays a vital role in supporting the smooth and professional operation of the school’s front office throughout the school year and during the school’s summer session. This position provides essential administrative support to school leadership, faculty, students, and families, while also taking primary responsibility for managing and maintaining accurate student attendance records. The Administrative Assistant is often the first point of contact for the school community and is expected to demonstrate a high level of professionalism, organization, and discretion.
The successful candidate will be a dependable and detail-oriented professional with strong interpersonal and communication skills. They will thrive in a fast-paced school environment, demonstrate initiative, and manage multiple tasks with accuracy and efficiency.
Essential Responsibilities:
- Administrative Support – Main Office
- Serve as the first point of contact for students, parents, and visitors; maintain a welcoming and professional front office environment.
- Answer and direct phone calls and emails in a courteous and efficient manner.
- Provide administrative support to school leadership, including data entry, record keeping, filing, mail distribution, preparing email communications and scheduling.
- Manage updates to student data in the school’s student information system (i.e. PowerSchool)
- Occasionally support with the coordination of substitute teacher assignments or class coverage, if needed.
- Support with the coordination of school and student events, communications, and other main office and summer session logistics.
- Assist with the management and tracking of office supply inventory; place orders as needed to ensure adequate stock.
- Support with student transportation needs, including tracking and creating student parking permits and selling single day bus tickets to students.
- Support the school’s emergency preparedness by maintaining accurate student emergency contact records and assembling and maintaining an adequate supply of emergency boxes.
Student Attendance Support
- Record daily student attendance using the school’s student information system (PowerSchool).
- Monitor and follow up on student absences, tardiness, and early dismissals; ensure the required documentation is gathered and/or provided.
- Manage email communication to parents/guardians regarding chronic student absences, to verify student absences and update attendance records.
- Prepare daily, weekly, and monthly attendance reports and communications for administration and faculty, as required.
- Follow up with faculty to support them in adhering to the school’s attendance protocols.
- Collaborate with the Dean of Men, counselors, and other school leadership regarding patterns of absenteeism and necessary follow-up.
- Host the school’s student detention (JUG) if both Dean and Assistant Dean are unavailable.
Other Duties
- Perform additional responsibilities as assigned by the Assistant Principal for Curriculum & Scheduling, Dean of Men, or Principal
Requirements
QUALIFICATIONS:
- Bachelor’s degree preferred; minimum 5 years of professional administrative experience, or equivalent combination of education and experience.
Skills, Knowledge and Abilities
- Ability to embody the core values of Loyola High School of Los Angeles and approach their work with a welcoming spirit and a commitment to supporting the school’s mission.
- Strong interpersonal skills; friendly, professional, and able to collaborate with various departments.
- Highly organized, detail-oriented, and able to multitask effectively
- Flexible and adaptable; able to step in to support others on short notice
- Maintain strict confidentiality and discretion in handling sensitive student and staff information and use sound judgement.
- Demonstrates ability to think critically and respond quickly in fast-paced or high-pressure environments
- Excellent written and verbal communication skills.
- Advanced proficiency with technology, including Google Workspace (Docs, Sheets, shared calendars), Microsoft Suite (Word, Excel, PPT), and the ability to adapt to new technology, particularly the school’s student information system (PowerSchool)
- Bilingual abilities highly desirable but not required
WORKING CONDITIONS:
This position’s required work hours during the regular school year are 7:15 a.m. to 3:15 p.m. Monday through Friday and follows an 11-month work calendar. During the school’s summer session, the employee is required to adjust their hours to align with the school’s schedule.
This list of duties and responsibilities are considered essential functions and are not considered to be an exhaustive list of all duties to be performed. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently.
Loyola is an EOE.
Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.
Information/Application Contact
Loyola High School (Los Angeles)
1901 Venice Blvd.
Los Angeles, CA 90006
drivera@loyolahs.edu