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St. Charles Prep: Student Services Administrative Assistant

Diocese of Columbus Employment Opportunities

Columbus, OH • On-site

$16.75 - $22.75/hr

Other

Medical, Dental, Vision, Life, Retirement, PTO

Re-posted 9 days ago

Job description

St. Charles Preparatory School
Student Services Administrative Assistant
Position Overview:
The Student Services Administrative Assistant plays a central operational role in supporting administrative functions across the Guidance, College Counseling, Campus Ministry and Athletics offices.
This position ensures the accuracy of student records, strengthens communication between departments, and upholds compliance. The Student Services Administrative Assistant collaborates with the school administration, admissions, athletics, nurse and more to support the mission of St. Charles Preparatory School.
Key Responsibilities
Student Records
  • Maintain and manage official student academic records and transcripts
  • Ensure compliance with state, diocesan, and institutional reporting requirements
  • Process transcript requests, enrollment verifications, and graduation documentation
  • Support the student withdrawal process by updating records and coordinating required documentation
  • Assist in maintaining and updating PowerSchool records, including physical education waivers, summer school, College Credit Plus, and transfer grades
  • Scan and submit transfer student records in a timely manner
  • Conduct checks to ensure required courses appear on transcripts
  • Maintain organized electronic and paper files for student records
Guidance & College Counseling Support
  • Provide administrative support to guidance and college counseling staff
  • Greet and assist visitors, parents, and students in the Student Services area
  • Coordinate fall college visits, including student attendance and passes
  • Manage and upload student and parent data to Scoir
  • Track Scoir data, including missing teacher recommendations, and communicate reminders
  • Assist with college and university communications
  • Maintain conference room scheduling and online calendar
  • Support graduation program preparation, senior scholarship lists, and cross-departmental projects
College Counseling and Guidance Office Administrative Support
  • Answer phone calls and emails; respond promptly and professionally
  • Supervise student runners
  • Maintain copier supplies, toner, and paper; ensure equipment readiness
  • Maintain a clean, organized, and safe work environment, including office supply inventory
  • Support projects for Campus Ministry, Athletics, the School Nurse, Cafeteria, and other departments if time allows after College Counseling and Guidance Office functions are met.
  • Process work permits
  • Complete copying, filing, scanning, and other duties as assigned
Athletics Administrative Support
  • Assist with tracking student athletic eligibility and required documentation
  • Assist in coordinating deadlines, requirements, and communication for athletic participation
  • Manage and monitor completion of required student and family forms, including Physical Education Waivers
  • Partner with Safe Environment Office to ensure accurate coaching compliance
Cafeteria Administrative Support
  • Assist the Cafeteria Manager in the coordination of volunteers
  • Ensure all volunteers and cafeteria workers are compliant with background checks and Protecting God's Children training
  • Partner with the Safe Environment office to ensure all volunteers and workers are reported to the Diocese when requested
Student Dress Code Support
  • Serve as the primary point of contact for students needing assistance with dress code compliance.
  • Maintain and organize the school uniform closet, ensuring an adequate inventory of approved apparel items.
  • Accept and organize the donation of apparel items.
  • Maintain records related to uniform closet usage.
Core Competencies
  • Strong organizational and data management skills
  • Experience with student information systems (PowerSchool, Scoir, or equivalent)
  • High attention to detail and accuracy in compliance-related work
  • Ability to manage multiple priorities across departments
  • Strong communication and customer service skills
  • Ability to maintain confidentiality of student records and conversations.
Reporting Structure
Reports to: Director of Guidance
Benefits:
  • Medical, Dental, Vision and Life insurance
  • 403b matching program
  • Earned PTO and paid holidays
  • Professional Development Assistance

About St. Charles:
St. Charles Preparatory School is an all-boys Catholic high school located in Bexley, Ohio, an interior suburb on the near east side of the city of Columbus. St. Charles was founded in 1923 by Bishop James J. Hartley with the express directive, our Founding Promise, that an exceptional education be provided to every young man willing to accept the challenge of studying at St. Charles, regardless of background or means. Originally established as a department of the St. Charles Borromeo Seminary College, the preparatory school maintained its mission as a college preparatory institution even after the college department closed in 1969. Over the course of a century, St. Charles has established itself as a distinctive leader in Catholic education, earning regional, statewide, and national recognitions for the quality of its education and the performance and contributions of its students, alumni, staff, and faculty.
Our Mission:
St. Charles is an all-boys college preparatory high school of the Diocese of Columbus, Ohio, that instills in its graduates the importance of prayer, faith, service, character and hard work in an environment that values diversity, accountability and excellence and that creates an enduring tradition of brotherhood.
Our Vision:
St. Charles Preparatory School will be nationally recognized as a premier pre-collegiate educational experience, developing young men for lives of contribution, service and leadership-consistent with the teachings of Jesus Christ in the Catholic tradition-by providing access for students of all backgrounds to the region's best educators, curricula, programs and facilities.
Our Founding Promise:
St. Charles Preparatory School remains faithful to the century-old promise of its founder, Bishop James J. Hartley, that an exceptional education be provided to every young man willing to accept the challenge of studying at St. Charles, regardless of background or means.
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