Administrative Assistant-Counseling & Student Services Office

CHRISTIAN BROTHERS ACADEMY

SYRACUSE, NEW YORK

Counseling & Student Services Administrative Assistant

Christian Brothers Academy is a private, Catholic, coeducational college preparatory school established in 1900 by the Brothers of the Christian Schools, a religious order founded by St. John Baptist de La Salle. The student body of 7 through 12 graders reside in Syracuse and over 30 different surrounding communities. The school enjoys a rich and distinguished tradition of academic, spiritual, athletic, and co-curricular excellence. The typical CBA graduate matriculates directly to a 4-year college.

CBA operates with an administrative team of President, Principal, Assistant Principals for Academic Affairs, Student Affairs, and the Junior High School. The Directors of Athletics, Vice Presidents of Enrollment Management, Mission, Advancement, Finance, and Director of Guidance, have prominent roles at the school.

The Counseling & Student Services Administrative Assistant is a 12-month position with daily hours of 7:30 AM to 3:30 PM. Summer hours are 9:00 AM to 2:00 PM. This position reports directly to the Director of Counseling & Student Services and the Principal.

Position Overview

The Administrative Assistant for the Counseling and Student Services Department plays a critical role in supporting students, managing sensitive records, and ensuring the smooth daily operation of a busy high school counseling office. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to thrive in a fast-paced, student-centered environment.

Key Responsibilities

Student Records & Transcripts

• Maintain and update all student records and transcripts with a high degree of accuracy
• Process transcript requests (graduates, transfers, NCAA, scholarships, and colleges)
• Coordinate incoming and outgoing student records with other schools and organizations
• Ensure proper authorization and strict confidentiality of all student information
• Maintain accurate and confidential data across multiple systems and ensure consistency of records

Counseling & Student Services Support

• Support counselors with scheduling, documentation, and daily workflow coordination
• Coordinate meetings with students, families, and support staff
• Collaborate with counselors, administrators, and external agencies to support student needs
• Assist with resource services documentation (e.g., 504 plans, reports)
• Respond to urgent or sensitive student situations with discretion and professionalism

Testing & Reporting

• Maintain standardized testing records (SAT, ACT, PSAT, and related assessments)
• Support the administration and organization of school-based testing programs
• Prepare and distribute academic records, grade reports, attendance reports, and related materials to counselors

College & Scholarship Coordination

• Schedule and manage college representative visits using Naviance
• Serve as a key point of coordination for college and scholarship application processing
• Track required documents and ensure timely completion of application components

Office Operations & Communications

• Serve as the first point of contact for students, families, and visitors
• Answer phones and respond to inquiries regarding school procedures, college processes, and deadlines
• Manage daily schedules, student appointments, and a high-volume pass system
• Track counselor availability and coordinate communication throughout the day
• Communicate guidance-related opportunities, deadlines, and updates via the daily bulletin and office displays; Maintain the office/hallway digital displays
• Prioritize tasks and manage a high-volume workload with frequent interruptions
• Maintain office equipment and ensure the availability of necessary supplies

Qualifications & Professional Qualities

• Well-suited for the ministry of Lasallian education.
• Ability to thrive in a fast-paced, high-volume office environment
• Strong organizational, multitasking, and prioritization skills
• High level of discretion and ability to maintain confidentiality
• Strong interpersonal skills and a genuine interest in working with students
• Excellent communication skills (phone, email, and in-person)
• Ability to work independently while managing multiple responsibilities
• Excellent computer skills, including the Google suite, Microsoft Publisher, and Excel; Experience with school systems (e.g., Naviance, Blackbaud) preferred
• Desire and ability to work collaboratively with the teachers, guidance counselors, administrators, and parents.

GENERAL INFORMATION

Start Date: Assume responsibilities on or about July 1, 2026

Salary/Benefits: Starting salary range of $38,000 to $42,000 based upon experience with competitive benefits, including tuition benefit; competitive retirement benefits.

Application: Application materials are due by May 22, 2026. Please submit a resume, letter of intent, and at least two references. The letter of intent should address why you are interested in and qualified for the position. This is a confidential search until the final interview at which time references will be contacted.

While we sincerely appreciate all applications, only those candidates selected for interview will be contacted.

Contact: Please send resume and other materials, by email only, addressed to:

Administrative Assistant Search Committee, Christian Brothers Academy, hr@cbasyr.org

Job Type: Full-time

Pay: $38,000.00 - $42,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Retirement plan
• Vision insurance

Work Location: In person