Administrative Assistant to Director of Guidance and Health Services Position Available In Middlesex, Massachusetts

Administrative Assistant to Director of Guidance and Health Services 3.9 3.9 out of 5 stars 100 Cook Street, Billerica, MA 01821

Description:

Shawsheen Valley Technical High School is seeking a highly organized, proactive, and detail-oriented individual to join our team as an Administrative Assistant in the Guidance Department Office. The ideal candidate will play a vital role in supporting the efficient operation of the Guidance Department by serving as a key point of communication for students, counselors, parents/guardians, faculty, sending districts, and community agencies. The ideal candidate will work collaboratively with another administrative assistant in the department to manage shared responsibilities, and ensure smooth workflow, accurate record-keeping, and timely responses to requests. This is a school-year position for a total of 190 days per year, with an 8-hour work-day from 7am 3pm.

Qualifications:

Strong organizational skills and ability to multitask in a fast-paced environment.

Familiarity with student information systems, particularly Aspen.

Experience using Naviance, including functionality related to surveys, reports, and college representative visits.

Proficiency in Microsoft Office 365 (Word, Excel, Outlook, etc.) and comfort with digital communication tools.

High level of accuracy in data entry and record-keeping.

Ability to work independently, prioritize tasks, and manage multiple projects with minimal supervision.

Excellent verbal and written communication skills; able to interact effectively with students, families, and staff.

Demonstrated professionalism, discretion, and ability to handle confidential information in compliance with FERPA.Prior experience in a school setting or related administrative role preferred.

Key Responsibilities:

Communication and processing of requests from students, counselors, parents/guardians, faculty, sending districts (middle and high schools), and community agencies.

Processing requests for information such as transcripts, work permits, graduation verifications, enrollment status, counselor appointments, and forms related to insurance and social security.

Facilitating student records for transfer students, including requesting and sending cumulative folders, academic records, and health documentation, and updating student enrollment status in Aspen.

Assisting in the compilation of statistics and completion of data reports required by the Massachusetts Department of Elementary and Secondary Education (DESE).Managing daily office functions, scheduling, record-keeping, and general correspondence as required by the Director of Guidance and Health Services.

Supporting the organization and execution of student support programming and events (e.g., college fairs, career readiness events, testing coordination, etc.).Maintaining student records and assisting with student registration and withdrawal processes.

Utilizing Naviance for managing student surveys, generating reports, tracking post-secondary planning, and coordinating college representative visits.

Ensuring all communications and records are handled in accordance with confidentiality laws and FERPA guidelines.

Ability to work collaboratively with others, including administrative assistants, guidance staff, and administrators.

Salary & Benefits Info:

$44,387 – $55,433 per year, commensurate with experience. Salary and benefits in accordance with the clerical contract.]Shawsheen Valley Technical High School, in accordance with Title IX of the Education Amendments of 1972, does not discriminate on the basis of sex, sexual orientation, gender identity, sex stereotypes, sex characteristics, marital status, familial status, pregnancy or pregnancy-related conditions, and prohibits sex discrimination in any education program or activity that it operates, as required by Title IX, including in admission and employment. Individuals may report concerns or questions to the Title IX Coordinator. The Notice of