Miamiarch
Guidance Department Assistant
Published: 05/23/2025
Cardinal Gibbons High School, in Fort Lauderdale, Florida, is hiring for a
full-time
Guidance Department Assistant . The Assistant to the Guidance Department plays a vital role in supporting the school’s mission of elevating faith in academics, fostering student growth, well-being, and academic success. This position provides administrative, organizational, and communication support to the guidance counselors, ensuring smooth operations within the department. The ideal candidate is detail-oriented, approachable, and committed to maintaining confidentiality while assisting students, parents, and staff with a wide range of counseling-related needs. Cardinal Gibbons High School Assistant to the Guidance Department performs all duties and responsibilities in alignment with the mission, vision and values of the Catholic Archdiocese of Miami. Responsibilities include:
Maintain and update student files in Naviance, including academic records, and college application materials. Ensure confidentiality of student information in accordance with school policies and regulations. Assist in processing and organizing counseling records for new and transferring students. Schedule meetings and counseling sessions for students, parents, and staff. Manage and maintain calendars for the counseling office, ensuring no scheduling conflicts. Coordinate appointments for college visits, standardized testing, and meetings with college representatives. Serve as the primary point of contact for students, parents, and faculty regarding counseling and college advising services. Answer phone calls, respond to emails, and relay messages between students, counselors, and other staff members. Prepare and send updates using Canvas. Track important deadlines related to college applications, scholarships, and standardized tests. Help organize and facilitate college-related workshops, events, and meetings. Maintain Spreadsheets for counseling purposes. Carefully input student data into Florida Financial Aid Bright Futures Scholarship database, tracking progress on applications, test scores, and college acceptance statuses. Generate reports in Rediker as needed for the counseling team, administrators, or external entities (e.g., college admissions offices). Provide administrative support for counseling staff, including organizing materials for counseling sessions and workshops. Assist in preparing student progress reports, meetings, and presentations. Help with the preparation of materials for parent-teacher conferences and college advising sessions. Create marketing tools for upcoming events using online platforms such as Canva Assist in planning and coordinating college fairs, campus visits, guest speakers, and other events related to college advising. Manage event logistics such as invitations, registration, venue setup, and communication with participants. Maintain an organized and efficient office environment. Order office supplies and maintain inventory. Assist with other administrative tasks as needed, such as copying, filing, and managing office equipment. Qualifications:
High school diploma and 5 years’ clerical experience in a customer-service environment required; experience in non-profit helpful. Bachelor’s degree preferred with 1 year of school experience; Experience in a Roman Catholic environment is a plus. Knowledge of school admissions and registration processes, particularly Catholic schools. Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone. Good time management, including ability to manage several projects at the same time. Must be able to multi-task and retain accuracy in an environment of competing deadlines. Ability to maintain confidentiality concerning student files and sensitive information. Proficiency in MS Outlook, Word, Excel, Google Sheets, and Naviance. Good computer literacy, including ability to navigate online applications and search engines effectively. Type at least 60 wpm with 90% accuracy. Good spelling and grammar are required. Good oral and written English-language communication skills, including clear speaking voice. Proficiency in Spanish-language is preferred. Must be supportive of the mission and tenets of the Roman Catholic Church. Knowledge of basic tenets of Catholic Church. Subject line should read:
Guidance Department Assistant.
#J-18808-Ljbffr
Cardinal Gibbons High School, in Fort Lauderdale, Florida, is hiring for a
full-time
Guidance Department Assistant . The Assistant to the Guidance Department plays a vital role in supporting the school’s mission of elevating faith in academics, fostering student growth, well-being, and academic success. This position provides administrative, organizational, and communication support to the guidance counselors, ensuring smooth operations within the department. The ideal candidate is detail-oriented, approachable, and committed to maintaining confidentiality while assisting students, parents, and staff with a wide range of counseling-related needs. Cardinal Gibbons High School Assistant to the Guidance Department performs all duties and responsibilities in alignment with the mission, vision and values of the Catholic Archdiocese of Miami. Responsibilities include:
Maintain and update student files in Naviance, including academic records, and college application materials. Ensure confidentiality of student information in accordance with school policies and regulations. Assist in processing and organizing counseling records for new and transferring students. Schedule meetings and counseling sessions for students, parents, and staff. Manage and maintain calendars for the counseling office, ensuring no scheduling conflicts. Coordinate appointments for college visits, standardized testing, and meetings with college representatives. Serve as the primary point of contact for students, parents, and faculty regarding counseling and college advising services. Answer phone calls, respond to emails, and relay messages between students, counselors, and other staff members. Prepare and send updates using Canvas. Track important deadlines related to college applications, scholarships, and standardized tests. Help organize and facilitate college-related workshops, events, and meetings. Maintain Spreadsheets for counseling purposes. Carefully input student data into Florida Financial Aid Bright Futures Scholarship database, tracking progress on applications, test scores, and college acceptance statuses. Generate reports in Rediker as needed for the counseling team, administrators, or external entities (e.g., college admissions offices). Provide administrative support for counseling staff, including organizing materials for counseling sessions and workshops. Assist in preparing student progress reports, meetings, and presentations. Help with the preparation of materials for parent-teacher conferences and college advising sessions. Create marketing tools for upcoming events using online platforms such as Canva Assist in planning and coordinating college fairs, campus visits, guest speakers, and other events related to college advising. Manage event logistics such as invitations, registration, venue setup, and communication with participants. Maintain an organized and efficient office environment. Order office supplies and maintain inventory. Assist with other administrative tasks as needed, such as copying, filing, and managing office equipment. Qualifications:
High school diploma and 5 years’ clerical experience in a customer-service environment required; experience in non-profit helpful. Bachelor’s degree preferred with 1 year of school experience; Experience in a Roman Catholic environment is a plus. Knowledge of school admissions and registration processes, particularly Catholic schools. Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone. Good time management, including ability to manage several projects at the same time. Must be able to multi-task and retain accuracy in an environment of competing deadlines. Ability to maintain confidentiality concerning student files and sensitive information. Proficiency in MS Outlook, Word, Excel, Google Sheets, and Naviance. Good computer literacy, including ability to navigate online applications and search engines effectively. Type at least 60 wpm with 90% accuracy. Good spelling and grammar are required. Good oral and written English-language communication skills, including clear speaking voice. Proficiency in Spanish-language is preferred. Must be supportive of the mission and tenets of the Roman Catholic Church. Knowledge of basic tenets of Catholic Church. Subject line should read:
Guidance Department Assistant.
#J-18808-Ljbffr