Academic Office Administrative Assistant

Academic Office Administrative Assistant St. John's Northwestern Academy 1101 Genesee Street, Delafield, WI 53018

Full-time Full-time FLSA Status:

Non-Exempt; Full-Time; 7:00AM - 3:30PM; weekend/event support as necessary.

Position Summary:

The Academic Office Administrative Assistant provides essential administrative support to the Chief Academic Officer, the Assistant Dean of Academics, and the academic office operations at St. John's Northwestern Academy. This position plays a key role in ensuring the smooth operation of the academic office through meticulous recordkeeping, efficient communication, and strong organizational skills. The ideal candidate will be detail-oriented, highly organized, and possess excellent written and verbal communication skills and an aptitude for technology. A solid understanding of school operations and a professional, service-oriented demeanor are essential.

Primary Responsibilities:

Administrative Support to

Chief Academic Officer:

Assist with preparation of academic reports, event and community schedules, and internal communication Organize meetings, take minutes, and manage task follow-ups as assigned Professionally handle correspondence, phone calls, and in-person inquiries Support academic events such as awards ceremonies, parent-teacher conferences, families weekend events, and commencement weekend.

Daily Attendance Management:

Record and monitor daily student attendance Communicate with residential life and faculty regarding attendance updates and concerns Generate and distribute attendance reports as needed

Student Records Management:

Request student records, conduct transcript evaluations, translate where necessary, and carry out credit transfers for international and domestic transfer students Maintain and update academic records, transcripts, and course enrollments Process student information including new enrollments, withdrawals, and transfers Ensure the accuracy and confidentiality of student files

Academy Registrar Duties:

Request student records, conduct transcript evaluations, translate where necessary, and carry out credit transfers for international and domestic transfer students Help facilitate course registration and scheduling in collaboration with the Academic Office Team Prepare and issue official transcripts and academic documents Coordinate reporting requirements with faculty and administrative departments

Technology & Day-to-Day Support:

Confidently use a variety of software platforms, including word processing programs, spreadsheets, databases, and student information systems Provide general technology support to faculty and students in daily academic operations Demonstrate adaptability and a willingness to learn new systems and processes as needed Troubleshoot minor tech-related issues and liaise with IT staff for more complex support

Customer Service:

Deliver professional, courteous, and timely service to students, families, faculty, and staff Serve as a helpful and knowledgeable first point of contact for academic office inquiries

Required Skills and Qualifications:

Bachelor's Degree preferred Strong attention to detail and accuracy Excellent written and verbal communication skills Highly organized with the ability to manage multiple tasks and deadlines Professional and confidential approach to handling sensitive student data Demonstrated proficiency with Google Education Suite and/or Microsoft Office Suite and student information systems (SIS); experience with platforms such as Veracross, Blackbaud, PowerSchool, or similar is preferred Prior experience in a school setting or educational institution preferred Ability to work independently and collaboratively in a fast-paced environment Professional, courteous, and prompt customer service skills

Work Environment:

This is an on-site position within a residential boarding school environment Occasional evening or weekend hours may be required for school events or deadlines