Administrative Assistant

Saint Marys Hall

San Antonio, TX

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JOB DETAILS

SKILLS

Academic Advice, Accounts Payable, Administrative Skills, Budget Reporting, Communication Skills, Data Management, Detail Oriented, Educational Administration, Expense Reports, Expense Tracking, High School Diploma, Interpersonal Skills, Lift/Move 20 Pounds, Logistics, Maintain Compliance, Microsoft Office, Multitasking, Nonprofit, Onboarding, Organizational Skills, Plan Meetings, Project/Program Management, Reconciliation, Record Keeping, Reimbursement, Reporting Skills, Statistics, Time Management, Travel Planning

LOCATION

San Antonio, TX

POSTED

Today

Job description

Position Summary
The Administrative Assistant provides essential support to both the Dean of College Counseling and the Assistant Head of School for Academics, ensuring the smooth operation of college counseling, academic administration, and standardized testing coordination. This role is integral to facilitating student success, maintaining accurate records, supporting faculty and staff, and delivering high-quality service to students and families in a mission-driven, independent school environment.

Key Responsibilities
College Counseling Support
• Facilitate timely submission of all school-required documents for students' college and post-graduate applications, including final transcripts.
• Maintain and update student and parent information in the data management system (SCOIR); track and report statistical data related to the college application process.
• Coordinate schedules for college visitors to campus and arrange student/family meetings with assigned college counselors.
• Serve as AP Testing Coordinator, overseeing all aspects of Advanced Placement exam administration.
• Oversight of PSAT administration on campus to ensure compliance with test protocols.
• Coordination and implementation of Reverse Advisory Board
• Planning, implementation, and communication of parent and student programming
• Producing internal reports and providing college data for all reports
• Track office expenses, reimbursements, and periodic budget reports.
• Manage travel arrangements for counselors.
• Support onboarding of new families by ensuring timely receipt of all paperwork.

Academic Administration Support
• Provide administrative support to the Assistant Head of School for Academics as needed.
• Coordinate logistics for meetings and manage the AHOS's calendar.
• Assist in the preparation of reports and submit/reconcile expense reports.

Qualifications
• High school diploma required: associate's or bachelor's degree preferred.
• Prior administrative experience in an educational or nonprofit setting preferred.
• Strong organizational, communication, and interpersonal skills.
• Proficiency with data management systems (SCOIR or similar), Microsoft Office Suite, and Google Workspace.
• Ability to manage multiple projects, deadlines, and confidential information.
• Attention to detail and commitment to accuracy.
• Professional, collegial, and service-oriented demeanor.

Physical Requirements and Work Environment
• Work is performed primarily in a climate-controlled office environment.
• Prolonged periods of sitting and computer use.
• Occasional lifting of up to 20 pounds.
• Ability to interact with students, parents, faculty, and staff in person and electronically.

Administrative Assistant

Saint Marys Hall

San Antonio, TX

About the Company

Saint Marys Hall

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