Guidance Department Assistant

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.

• 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.

• 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.