Position Summary:
The Academic Office Administrative Assistant provides essential administrative support to the Chief Academic Officer, the Assistant Dean of Academics, and the academic office operations at St. John's Northwestern Academy. This position plays a key role in ensuring the smooth operation of the academic office through meticulous recordkeeping, efficient communication, and strong organizational skills. The ideal candidate will be detail-oriented, highly organized, and possess excellent written and verbal communication skills and an aptitude for technology. A solid understanding of school operations and a professional, service-oriented demeanor are essential.
Primary Responsibilities:
Administrative Support to Chief Academic Officer:
Assist with preparation of academic reports, event and community schedules, and internal communication
Organize meetings, take minutes, and manage task follow-ups as assigned
Professionally handle correspondence, phone calls, and in-person inquiries
Support academic events such as awards ceremonies, parent-teacher conferences, families weekend events, and commencement weekend.
Daily Attendance Management:
Record and monitor daily student attendance
Communicate with residential life and faculty regarding attendance updates and concerns
Generate and distribute attendance reports as needed
Student Records Management:
Request student records, conduct transcript evaluations, translate where necessary, and carry out credit transfers for international and domestic transfer students
Maintain and update academic records, transcripts, and course enrollments
Process student information including new enrollments, withdrawals, and transfers
Ensure the accuracy and confidentiality of student files
Academy Registrar Duties:
Request student records, conduct transcript evaluations, translate where necessary, and carry out credit transfers for international and domestic transfer students
Help facilitate course registration and scheduling in collaboration with the Academic Office Team
Prepare and issue official transcripts and academic documents
Coordinate reporting requirements with faculty and administrative departments
Technology & Day-to-Day Support:
Confidently use a variety of software platforms, including word processing programs, spreadsheets, databases, and student information systems
Provide general technology support to faculty and students in daily academic operations
Demonstrate adaptability and a willingness to learn new systems and processes as needed
Troubleshoot minor tech-related issues and liaise with IT staff for more complex support
Customer Service:
Deliver professional, courteous, and timely service to students, families, faculty, and staff
Serve as a helpful and knowledgeable first point of contact for academic office inquiries
Required Skills and Qualifications:
Bachelor''s Degree preferred
Strong attention to detail and accuracy
Excellent written and verbal communication skills
Highly organized with the ability to manage multiple tasks and deadlines
Professional and confidential approach to handling sensitive student data
Demonstrated proficiency with Google Education Suite and/or Microsoft Office Suite and student information systems (SIS); experience with platforms such as Veracross, Blackbaud, PowerSchool, or similar is preferred
Prior experience in a school setting or educational institution preferred
Ability to work independently and collaboratively in a fast-paced environment
Professional, courteous, and prompt customer service skills
Work Environment:
This is an on-site position within a residential boarding school environment
Occasional evening or weekend hours may be required for school events or deadlines