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Registrar/Counseling Office Assistant

NDHS (Sherman Oaks)






Notre Dame High School
Registrar/Counseling Office Assistant

The registrar/administrative assistant to the counseling office is a full-time staff position that reports to the director of counseling and the Vice Principal of Student Academic Affairs. The registrar and counseling administrative assistant maintains a work space in the counseling office lobby and provides administrative assistance to the entire counseling staff. This is a twelve-month position with workday hours set at roughly 7:30 a.m.- 3:30 p.m. and requires occasional extended hours, nights, and/or weekend attendance.BRIEF DESCRIPTION OF POSITION

ESSENTIAL JOB FUNCTIONS – Counseling Office Assistant

Assistant and receptionist to counseling staff (currently 8 full-time counselors)
Provides daily administrative support, maintains the counseling reception area, answers phones, handles general counseling inquiries, greets and assists parents, students, college representatives, and guests.
Monitors the counselors calendars and monthly counseling office calendar; coordinates appointments with students, parents, faculty, and college representatives as needed.
Coordinates and monitors the details for all counseling events (i.e. PSAT, SAT/ACT School Day, Parent Information Meetings, College Fair, Financial Aid Night, College Knowledge, FAQs. etc)
Coordinates the communications and publicity of counseling events, counselor classroom student meetings, and college representative visits to students and parents via school announcements, emails, newsletters, flyers, social media.
Coordinates weekly email communication to students and parents with counselor updates for the upcoming week..
Provides administrative and logistical support for the counseling department such as ordering of supplies, updating forms, making photocopies for meetings, submitting facility and technical set-up requests, assisting in standardized testing coordination, taking meeting minutes, coordinating hospitality and thank-yous, etc.
Updates and maintains counseling bulletin boards in office and on campus
Assists with the CSF/NHS programs, application, and management.
Assists the AP coordinator with the planning and execution of AP exams
Naviance Database Management and Administration Naviance Administrator:
Maintain student, parent and teacher accounts including activating, deactivating, and resetting passwords. Set up and maintain RepVisit account and college visit requests.
Coordinate college rep visits through Naviance and maintain a list of current college rep contacts.
Participates in Naviance webinar and trainings as needed.
Upload official PSAT, SAT, and ACT scores into Naviance; maintain a database of summer programs, scholarships, college reps, and the Naviance data library; monitor senior student college updates in Naviance; create queries and data reports using Naviance Analytics.
Maintain database and records of students requiring accommodations; file and organize all materials for extended time.
Maintain database of tutors and tutoring services and referral resources.


Student Cumulative Records
Maintain the highest level of confidentiality as it relates to student and family educational grades, personal situations, and rights to privacy in accordance with FERPA (Family Educational Rights and Privacy Act); facilitate required parent authorization for information release as required by FERPA
Oversee the maintenance and archiving of cumulative file records
Update and keep current student data records as needed for address changes, phone/email addresses, educational history, and any other required updates
Work with colleagues in admissions, counseling, attendance, college counseling and the alumni office to create and maintain records
Update and maintain transcripts, including those for transfer students, posting of summer school grades, and processing approved changes in grade
Process requests for transcripts, both electronically and via hard copy, for current students, previous students, and graduates, employer diploma verification requests, and entertainment work permit requests
Communicate as appropriate with families, other schools, coaches, and colleges on items related to student records
Assist in the processing of student, course selection, and changes in course request or schedule
Process student withdraws from school, including verification of iPad return, athletics equipment return, and business office clearance.
Graduation/Academic Events
Track and verify student graduation requirements and diploma eligibility; organize diplomas for distribution at graduation. Maintain records for withheld diplomas.
In collaboration with the VP of Academic Affairs, VP of Student Life, counseling office, and development/business office, manage the annual Honors ceremony and graduation, including ordering of awards, printing certificates, obtaining names of various scholarship recipients, the development of commemorative programs, processing invitations, distributing honor cords, medals, and stoles, and assisting as needed during the ceremonies; facilitating set-ups, etc.
Database & Technology
Develop expertise in the school’s student information data management systems (SIS) related to student records, as well as Naviance, and programs such as Microsoft Office, Google Docs, TADs
Manage current student database information, enter data, perform data imports and exports, and process changes relating students’ schedules and grades, status, contact information
Using the SIS, create queries and process reports, as requested, by teachers, counselors, administrators, and staff
Work with colleagues to develop data and statistical reports such as the annual census, student retention/withdraw reports, D-F lists, graduation data, etc.
Other Duties
In partnership with the administrative assistant, support the administrative needs of the school as assigned (e.g. covering the main office phone, assisting with Parent-Teacher conference set-up, preparing mailings, processing reports)
Attend periodic weekend and/or evening events to provide logistical support
Other duties as assigned by the Principal or Vice-Principal of Academic Affairs
Adhere to laws and educational employee standards as a Mandatory Reporter as well as Archdiocesan requirements for Virtus certification and training
Willingness to attend training either in person or virtual as a requirement to fulfill the requirements of the position



Bachelor’s Degree required; previous experience and/or knowledge of college 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.Â
Must be proficient in technology (Microsoft Office Suite – especially Word, Excel and Powerpoint, school information systems such Blackboard & Education Edge.) Strong working knowledge of Google (Gmail, Drive, Forms, and Calendar), Zoom, Calendly is a plus.  Desktop publishing and/or familiarity with Naviance college counseling software helpful. 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

Information/Application Contact

NDHS (Sherman Oaks)

13645 Riverside Dr.

Sherman Oaks, CA 91423