Counseling Office Assistant

Counseling Office Assistant - Vacancy ID: 274877 Open Vacancy Create an account or log in to apply Vacancy Details Title Counseling Office Assistant School/Building Xavier High School Number of Openings 1 URL N/A Close Date (11:59 p.m. Central) Open until filled Contact Name St. Francis Xavier Catholic Catholic School System, Human Resources Title Director of Human Resources Email humanresources@xaviercatholicschools.org Phone 920-735-9380 Website https://www.xaviercatholicschools.org Position Details Position Start Date As soon as possible Terms/Schedule 20 hours/week - 11 month/year Appointment Type Part Time Description The School Counseling Office Assistant provides comprehensive administrative, operational, and event support to the counseling department, serving as the central coordinator and support for our three school counselors and registrar. Key Responsibilities Administrative & Suite Operations Manage daily office workflows, including issuing counselor appointment slips, handling schedule change forms, maintaining supply inventory, and keeping the suite organized.Publish the weekly counseling newsletter, update suite brochure displays, and maintain department web pages (driver's education, student job postings, and counseling resources).Maintain emergency and community resource contacts. Student Records Manage student databases and platforms (Naviance and PowerSchool)Prepare academic folders and transcript cards for incoming freshmen and transfer students, and assign counselor loads following yearly system rollovers.Maintain tracking sheets for student graduation requirements Admissions & Event Planning Support Coordinate college representative visits using RepVisits and Naviance, managing scheduling, student passes, calendar entries, and daily announcements.Organize logistics, handouts, slideshows, letters, and translated materials for school counseling office eventsLog incoming scholarship opportunities in Naviance, prepare application materials, and add scholarship updates to department meeting agendas. Graduation & Awards Logistics Liaise with graduation vendors to schedule dates, order faculty and student apparel, track diploma name forms, and order honor cords.Process diplomas: obtain administrative signatures, archive digital copies, verify completion of service hour requirements, and stage diplomas for commencement.Facilitate award processes for Senior Awards NightDesign, print, and assemble programs for Senior Awards Night and Graduation; prepare event supplies, assigned seating charts, and media lists. Qualifications Qualifications High school diploma required; prior experience in administrative support or educational settings preferred.Proficiency with database management (Naviance/SIS platforms) preferred.Proficiency with Google Workspace.Exceptional organizational skills, discretion with confidential student records, and clear communication abilities. Candidate Requirements Additional Requirements Custom Questions Back to Top