School Administrative Assistant

Academy of the Sacred Heart, established in 1851, is Michigan’s oldest independent school, offering a Catholic, college-preparatory education to girls (infant-Grade 12) and boys (infant-Grade 8) of many cultures and faiths. As part of an international network of schools, we are committed to a set of principles shared by all Sacred Heart Schools. Known as the Goals and Criteria, these principles articulate the core components of a Sacred Heart education and charge our community with a unified educational mission.

At the heart of our philosophy is the belief that each child possesses unique gifts. Our job is to unearth those gifts, nurture them, and empower each child of the Sacred Heart to share those gifts with the global community. Academy of the Sacred Heart is committed to being an equitable and inclusive community and seeks candidates who connect to our Mission and Goals.

Job Summary:

The Administrative Assistant provides essential support to the middle and high school divisions, ensuring smooth day-to-day operations while fostering an organized, welcoming, and efficient school environment. This role requires strong organizational skills, discretion, and the ability to manage multiple responsibilities in a fast-paced educational setting. The Administrative Assistant serves as a key liaison between students, faculty, administrators, and families, handling administrative tasks, managing confidential records, coordinating events, and maintaining accurate school data systems. The ideal candidate demonstrates professionalism, proactive problem-solving, and a commitment to the educational philosophy of Sacred Heart Schools.

Key Responsibilities:

Administrative & Office Support

• Serve as the executive assistant to the Middle and Upper School Leaders, supporting all day-to-day operations.
• Demonstrate professional, welcoming, and joyful conduct in all interactions with students, faculty, families, and visitors.
• Manage phone calls, emails, and office visits, ensuring clear and timely communication.
• Carry out general clerical duties, including filing, copying, faxing, digitizing, and distributing mail and communications.
• Maintain and organize confidential records, ensuring compliance with school policies.
• Proofread and edit student report cards for accuracy and clarity.
• Take and post minutes for faculty meetings.
• Update and prepare division-specific documents such as handbooks, directories, and calendars.
• Meet weekly with Middle and Upper School Learning Community Leaders to coordinate priorities and ensure alignment.
• Manage budgets for each learning community, overseeing purchase requests and procurement for all programs.

Student & Faculty Support

• Welcome students into the office throughout the day, assisting with their needs and notifying school leaders of any concerns.
• Maintain and update accurate attendance records in Blackbaud and oversee daily schedules and period times.
• Process and coordinate requests for school records from families, schools, and governing bodies.
• Prepare and distribute transcripts for current students and graduates.
• Support faculty and administrators with document preparation, data entry, and scheduling needs.

Event & Program Coordination

• Coordinate invitations, venues, programs, and logistics for major school events such as graduation, Baccalaureate, etc.
• Manage details of retreats, field trips, off-campus experiences, and other student activities.
• Attend and support school events, overseeing setup, cleanup, and entry/departure logistics.
• Assist in scheduling substitute teachers and ensuring classroom coverage.

Qualifications & Skills:

Required:

• Minimum of three years of experience as a high school registrar or in a similar administrative role.
• Strong proficiency in Microsoft Office Suite, Google Workspace, and database systems (such as Blackbaud).
• Excellent written and verbal communication skills with strong attention to detail.
• High level of organizational skills with the ability to manage and prioritize multiple tasks efficiently.
• Strong decision-making capability and proactive problem-solving skills.
• Independent, resourceful, and adaptable team player who can design efficient support structures.
• Strong sense of discretion and professionalism in handling confidential information.

Preferred:

• Bachelor’s degree preferred.
• Experience in educational administration, particularly in middle or high school settings.
• Familiarity with student information systems and academic records management.

Commitment to Sacred Heart Schools' Educational Philosophy:

The successful candidate will not only learn existing systems and structures quickly but will also demonstrate resourcefulness in enhancing administrative efficiency. A clear commitment to the educational philosophy of Sacred Heart Schools is essential, as articulated in the Sacred Heart educational mission: .

Working Conditions:

• Full-time, year-round position.
• Work is performed in an office setting within a school environment.
• Occasional evening or weekend hours may be required for school events.

This role is ideal for a detail-oriented, proactive, and community-minded professional who thrives in an educational setting and is dedicated to supporting students, teachers, and administrators.

The School Network

Academy of the Sacred Heart is one of 25 schools in the U.S. and Canada Network of Sacred Heart Schools and is affiliated with a network of over 200 Sacred Heart schools worldwide. The school's mission is to cultivate in our students a personal and active faith in God and to lay the foundation for a meaningful life.

Archdiocese of Detroit

All teachers in the Catholic Schools in the Archdiocese of Detroit shall be certified and /or approved for teaching by the Department of Education for the State of Michigan. All teachers are required to hold the appropriate endorsement for the subject(s) they are assigned to teach. The Archdiocese of Detroit is an equal opportunity employer that does not illegally discriminate on the basis of race, color, religion, national origin, sex, age, disability, height, weight, genetic information, marital or other legally protected status.

Non-discrimination Policy

The Academy does not discriminate on the basis of race, color, religion, gender, sexual orientation, national or ethnic origin, age, sex, disability, height, weight, genetic information, marital status, partisan consideration, or any other class protected by State or Federal law in the administration of its educational policies, employment practices, admission policies, scholarship or tuition assistance programs, and athletic and other school-administered programs.

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $40,000