Job Description

Administrative Assistant - Counseling - High School

Chaminade College Preparatory is seeking an Administrative Assistant for our High School Counseling Department.

Duties and Responsibilities:

• Provide administrative and clerical support to the counselors, balancing long-term tasks and day-to-day needs.
• Field incoming phone calls and handle general Counseling inquiries.
• Monitor the Counseling Office waiting area, assisting students with checking in and out.
• Keep office organized and stocked with supplies, fliers, college brochures, etc.
• Process transcript requests from alumni and send final transcripts to colleges for graduating seniors.
• Create/update counselor appointments in Sign-up Genius.
• Create counselor classroom visit schedules.
• Create a new calendar with pertinent school/office information each month.
• Help coordinate the various Counseling Department events (College fairs, College Kick-off, and Parent College Connection).
• Submit set-up facilities requests for all Counseling Department events.
• Attend Counseling Department meetings and record minutes.
• Upload data (transcripts, photos, and test scores) to Maia Learning.
• Assist with organizing PSAT Testing Day.
• Update counseling assignments in Blackbaud and Maia Learning.
• Calculate and upload seniors' GPAs for Cal Grant.
• Organize permission slips, rosters, and waitlists for college field trips.
• Collect and organize finals for extended time students.
• Prepare and upload file of qualified students to be considered for UC ELC.
• Assist the school therapist with keeping records for students with special accommodations.
• Create student remediation contracts at the end of each semester and monitor remedial summer school sign-ups.

Minimum Education and Experience:

• High school diploma or equivalent required. A bachelor's or associate degree is preferred.
• Previous experience preferred. Prior school administrative support, especially in a Catholic educational setting, is preferred; however, other relevant experience is also strongly considered.

Skills and Knowledge:

• Ability to follow instructions and complete assignments.
• Excellent time management skills.
• Passion for Chaminade's mission (see About Chaminade)
• Ability to work with a diverse community of people across all employee classifications.
• Ability to work independently and as part of a team.
• Able to support Marianist philosophy and School mission, core values and goals.
• Strong work ethic and sense of dedication and responsibility.
• Sound organization skills and ability to meet deadlines.
• Excellent interpersonal skills and verbal and written communication skills.
• Ability to interpret policies and to implement the application of procedures effectively.
• Works with accuracy and attention to detail.
• Computer skills include MS Outlook, word processing (MS Word), spreadsheet (Excel), data entry and data base management system (Blackbaud), presentation applications (PowerPoint), and experience working with Web Design, Graphic Design and Digital Media applications.

Benefits:

Chaminade employees enjoy a competitive employee benefits program including medical, dental and vision coverages, life insurance, long-term disability insurance, flexible spending accounts, 403b retirement plan with matching contributions starting day one, and voluntary supplemental life insurance.

Application Process:

Interested applicants may apply online through our employment webpage at: Any applicant who needs help or needs accommodation in order to apply for any position should contact the human resources office at (818) 366-9284.

About Chaminade:

Founded in 1952, Chaminade College Preparatory is a coed Catholic, independent school in the Archdiocese of Los Angeles, sponsored by the Society of Mary (The Marianists). For more than seven decades, Chaminade has been a community where students are known personally, challenged intellectually, and inspired spiritually to become the men and women God calls them to be, leading lives of purpose and compassion.

Rooted in the Catholic faith and animated by the Marianist educational tradition, Chaminade is committed to the formation of the whole person-mind, body, and spirit. We accompany young people as they grow in faith, pursue academic excellence, and develop the moral courage, confidence, and compassion needed to lead lives of purpose and service.

Chaminade is one school with two campuses:

• Middle School (Grades 68) in Chatsworth
• High School (Grades 912) in West Hills

Across both campuses, students experience a unified Catholic, Marianist vision of education that fosters faith-filled learning communities, encourages academic rigor, and prepares graduates to lead with integrity, empathy, and hope in a complex and changing world.

Our Mission:

We inspire young people to love, learn, and lead through our Catholic and Marianist traditions of a living faith, academic excellence, and moral responsibility.

Our Vision: Chaminade College Preparatory graduates are prepared, inspired, and equipped to:

• Share God's love by caring for others and seeking justice and peace.
• Learn, adapt, and grow with the world around them.
• Become servant leaders and positive contributors to society.

Core Values:

Rooted in our Marianist tradition, uniting us in purpose and action:

• Love of God
• Discipleship of Jesus
• Mary as a Model
• Service to Others
• Student-Centered
• Inclusivity
• Leadership
• Innovation

Chaminade's Commitment to Diversity, Equity, Inclusion, and Belonging:

As a Catholic, Marianist school, Chaminade affirms the inherent dignity of every person, created in the image and likeness of God. In fidelity to the Gospel and Catholic social teaching, we believe education has the power to transform hearts and minds and to form students who act with empathy, courage, and moral clarity.

Guided by our mission to inspire young people to love, learn, and lead, we are committed to fostering a community where all members feel welcomed, valued, and called to contribute. We challenge students to engage thoughtfully with the world, to stand for human dignity, and to work for justice and peace as reflective citizens and faith-filled leaders.

Equal Employment Opportunity:

Chaminade College Preparatory is an equal opportunity employer. Applicants for employment are considered without regard to an individual's race, color, sex (including pregnancy), national origin, age (40 or older), physical or mental disability and genetic information (including family medical history), military or veteran status, or any other characteristic protected by federal, state or local laws.

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