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Admissions Administrative Assistant

Notre Dame High School (Sherman Oaks)






About the Position:

The administrative assistant to the Admissions office is a full-time, non-exempt, classified staff position (paid hourly) that reports to the Admissions office. The administrative assistant maintains a workspace in the Admissions office lobby/wing and provides administrative assistance to the entire Admissions staff. (This is a 12-month position. Has normal workday hours 7:30 a.m.- 3:30 p.m. and requires some extended hours, nights, and/or weekend attendance.)

Essential Job Functions

Assistant and receptionist to the Admissions office

Greets visitors, parents, students, and guests.

Oversees and maintains the Admissions calendars and coordinates/schedules appointments with prospective students and their families.

Publicizes Admissions events in the school bulletin/calendar and feeder school/parishes bulletins.

Provides daily administrative support, maintains the Admissions reception area, answers phones, handles general Admissions inquiries, etc.

Works collaboratively with the webmaster to ensure the Admissions information on the web page is current.

Coordinates email communication between prospective students, parents, and faculty with Admissions information, and coordinates the Admissions office information that is included in the monthly Parent Newsletter that is generated from the Principals Office.

Coordinates monthly email communication to prospective students and parents with Admissions updates for the upcoming week/month.

Updates and photocopies all forms and handouts (including Academic Awards/Certificates) for the Admissions department.

Assists with the ordering, maintaining, and organizing of all standardized testing materials for HSPT.

Attends all Admissions department meetings and records minutes.

Responsible for department office supply inventory, ND giveaway items, and ordering necessary supplies.

Event planning

Coordinates with the Admissions team Admissions events (Information Sessions and Tours, 8th Grade Visit Days, Articulation Dinner, Friday Night Lights, Open House, HSPT Workshop, HSPT Practice Test, Interviews, HSPT Entrance Exam, Honors Dinner, Freshman Registration, etc.. including facility requests, hospitality/catering, and technical assistance, and organizing volunteers.)

Prepares event materials.

Assists with the HSPT testing distributes, collects, and coordinates FedEx pickup.

Creates event invitations and registration for events.

Creates flyers, signs, brochures, ad hoc reports and special projects, etc. as needed.

Database Management

Ensure prospective students and parents have created a Ravenna account.

Maintains an updated list of partner school contacts.

Participates in Ravenna webinar and training as needed

Maintain databases for Admissions as needed.

Assist with uploading of transcripts, elementary school forms, recommendation letters, and other documents.

Assist with running Ravenna reports for Admissions officers and administrators.


Bachelor’s Degree required; previous experience and/or knowledge of admissions and application process preferred.

Must maintain strict confidentiality and trust in handling sensitive student and parent matters, administrative concerns, and personnel issues.

Strong social skills, a welcoming demeanor, flexibility, the ability to work independently and show initiative, and the ability to multitask with a large volume of work in a fast-paced environment that is intensely deadline-driven are essential. Attention to detail and the ability to see the big picture are desired, as is a sense of humor.

Must be proficient in technology (Microsoft Office – especially Excel and Powerpoint, school information systems such as Education Edge and Ravenna.) Desktop publishing and/or familiarity with a strong working knowledge of Google (Gmail, Drive, Forms, and Calendar).

Valid CA drivers license and current auto insurance required for off-campus errands.

Physical ability to carry or move boxes, deliveries, etc. of up to 25 pounds.

Virtus and Live Scan certification is required. (This can be completed post-hire.)

Must pass an employment background check and all required training and certifications and adhere on an ongoing basis to school policies as reflected in the employee handbook.

Information/Application Contact

Notre Dame High School (Sherman Oaks)

13645 Riverside Dr.

Sherman Oaks, CA 91423