Administrative Assistant – Guidance

Staff / Full-Time

Notre Dame Academy, Hingham, Hingham, MA

Notre Dame Academy, a Catholic school sponsored by Sisters of Notre Dame de Namur, educates and empowers young women in grades 7-12. We are an academically rigorous learning community that cultivates life-long learners, critical thinkers, and open-minded leaders. We welcome students of all religious traditions guiding them in their personal faith formation and inspiring them to see the goodness of God as we honor the dignity of the individual and care for all creation.


The Administrative Assistant – Guidance/College Counseling reports to the Director of Guidance and School Counseling and is responsible for coordinating and supporting the operations of the Guidance and College Counseling Office. The position will also support the Guidance and College Counselors. The ideal candidate is organized, detail-oriented, exercises discretion, a multi-tasker, meets deadlines and enjoys working as part of a team. This is a full-time, 12-month position that includes support for occasional night and weekend events.

• Manage the day-to-day Guidance/College Counseling Office needs and processes to maintain an efficient office environment
• Provide support to students, faculty, parents, and others, as well as monitoring and responding, as appropriate, to communications directed to the Guidance/College Counseling team
• Maintain permanent record files for all students, as well as graduate transcript files in a confidential and secure manner
• Process, update, and maintain all student transcripts
• Assist in managing, updating, and maintaining the Naviance program including student profile information, transcripts, GPA data, letters of recommendation, etc.
• Plan, organize and coordinate college counseling events including College Fairs, College Admissions Representative Visits, and Interview Days
• Create, post, and send bimonthly Senior Bulletins and monthly Junior Bulletins to students and parents, as well as other email communications as directed, through the FinalSite Messages module
• Update and maintain Guidance/College Counseling content and resources on the NDA portals
• Manage and maintain the NCAA Eligibility Center transcript requirements
• Coordinate the Named Memorial Scholarship selection process for seniors with the college counselors, and send letters to student recipients and scholarship donors
• Coordinate and manage the Junior Book Awards program including submission of nominations on behalf of the guidance/college counselors, tracking receipt of, and wrapping the books/awards, setting up the program and updating the presentation scripts
• Process all transcript and document requests including alumnae transcript requests for education or employment, education verification requests, student college applications, RMV document requests for permits, student transfer applications to other schools, etc.
• Set up and organize new student files including permanent records, counselor files, and documents for Director of Academic Learning
• Process and send student transfer/withdrawal records and maintain a list of student withdrawals
• Manage and maintain the student enrollment reporting requirements by town for all public-school systems
• Manage the registration process for the College Application Boot Camp Program and assist with organization and printing of documents and other support as needed
• Provide support and assistance as needed for planning and coordinating Guidance/College Counseling events for parents
• Attend Guidance/College Counseling events, and other NDA school events, including evening programs, as directed by the Director of Guidance and School Counseling
• Support all members of the Guidance and College Counseling Office team
• Provide and coordinate general Guidance/College Counseling Office support, including, but not limited to managing the office events calendar, printing, filing, collating, labeling, and stuffing envelopes, maintaining lists, placing phone calls, sending emails, sending regular mailings, scheduling meetings with students, and submitting special function and work orders
• Maintain professional appearance of the Office of Guidance/College Counseling reception area, resource area, classroom, and bulletin boards
• Complete other duties as assigned and necessary
• Proficiency with Microsoft Office Products – Outlook, Excel, Word, PowerPoint along with student information systems (AdminPlus experience preferred) and website content (FinalSite experience a plus)
• 3-5 years’ experience as an administrative assistant preferably in a high school Guidance Office or other academic setting
• Bachelor’s degree or related experience

• An understanding, commitment, and appreciation for a Catholic, all-girls educational environment and NDA’s mission and core values
• Discretion and confidentiality
• Strong interpersonal, collaboration, and communication skills
• Professionalism, accountability, and customer service

Notre Dame Academy, Hingham

Hingham, MA
Middle School, High School