Academic Administrative Assistant

Job Summary: The Academic Administrative Assistant is the assistant to the Academic Dean and Dean of Student Affairs provides a wide variety of project based, administrative, event planning, office management and clerical support. This position also interacts extensively with the internal and external community on a daily basis. In this role, the Academic Administrative Assistant is a key ambassador for DSHA and is essential in the daily running of DSHA and long-term planning. This is a regular full-time 100% FTE, non-exempt, year-round position.

Divine Savior Holy Angels High School (DSHA) is a Catholic college preparatory high school for young women that excels at developing the whole person. Sponsored by the Sisters of the Divine Savior and grounded in their mission to make known the goodness and kindness of Jesus Christ, we develop our students into capable young women of faith, heart and intellect who accept the gospel call to live lives that will make a difference.

We are proud to announce that we were recognized as one of the 2025 Top Workplaces to work in Milwaukee and invite applications from highly motivated and qualified individuals for this role.

Compensation:

We offer a competitive hourly wage based on experience, plus a generous benefits package, including but not limited to health, dental, and vision insurance, tuition discount, education reimbursement, generous paid time off package, 403(b) retirement plan match, etc.

Job Start-End Date: As soon as possible

Application Closing Date: This posting will remain active until the position is filled.

Responsibilities/Essential Duties:

• Creates a safe and welcoming atmosphere for all outside guests and students and staff.
• Provides administrative support to the DSHA the Academic Dean and Dean of Student Affairs. Maintains all their calendars, record keeping and daily scheduling.
• Assists the Executive to the President and Principal with Baccalaureate/Graduation planning and implementing.
• Lead or backup for the security card access system which includes keycards, door programming and bell system.
• Assumes responsibility for various projects as delegated by the Executive Assistant to the President and Principal, Academic Dean, and Dean of student affairs: Maintains website calendar, Safeguarding All Gods Children coordinator, Maintains all Archdiocese database reports annually.
• Takes lead role in coordination and hospitality for a number of DSHA functions, including parent teacher conferences, in-services, check in day, Honors Nights, TSC faculty meetings, teacher appreciation week, Back to school Night, Professional Development days, and other school-based initiatives.
• Coordinates and schedules all bus transportation for school days and field trips for faculty, campus ministry and current students. Maintains data bases for MPS, Menomonee Falls School District, Hamilton School District and Elmbrook School District.
• Responsible for maintenance of the TSC mailroom.
• Prepares and updates a variety of materials to include handbooks, resource guides and calendars, the school directory, and the master schedule.
• Prepares the mail for the DSHA.
• Assists the academic administration with agendas and communication for the Curriculum, Instruction, and Assessment Committee and other committees.
• Compose correspondence for the academic administration to edit and approve as assigned.
• Coordinates with the Sister's of Divine Savior (SDS) Community House to reserve space for specific functions.
• Regular, predictable attendance.
• Completes other duties as assigned.
• Provides for campus security by allowing visitors to sign in and directing them as necessary to the correct person or department in accordance with our safety and security plan.
• Responds to the security system, ensuring that all entrants have identified themselves and stated their business in accordance with our safety and security plan.
• Manages the parking pass permits/system. Maintains all databases for current drivers and works with security officer for daily lot checks and emergency situations.
• Provides support to security which includes reviewing past camera footage, communication through walkie talkies, monitoring cameras during the school day, and overall security needs
• Secures the main office at the end of the day.
• Admits students to the student health room and assists with the determination of student needs. Calls parents or emergency numbers as needed.
• Dispense non-prescribed medications in accordance with school policy.
• Provides support as part of the Emergency Response team.
• Maintains all AED machines at DSHA and SDS reception area.

Security

• Provides for campus security by allowing visitors to sign in and directing them as necessary to the correct person or department in accordance with our safety and security plan.
• Responds to the security system, ensuring that all entrants have identified themselves and stated their business in accordance with our safety and security plan.
• Manages the parking pass permits/system. Maintains all databases for current drivers and works with security officer for daily lot checks and emergency situations.
• Provides support to security which includes reviewing past camera footage, communication through walkie talkies, monitoring cameras during the school day, and overall security needs
• Secures the main office at the end of the day.

Medical

• Admits students to the student health room and assists with the determination of student needs. Calls parents or emergency numbers as needed.
• Dispense non-prescribed medications in accordance with school policy.
• Provides support as part of the Emergency Response team.
• Maintains all AED machines at DSHA and SDS reception area.

Supervisory Responsibilities:

None.

Qualifications:

Education and/or Experience:

Position requires a high school diploma or GED and five years of experience in a support role, preferably in a busy educational office environment and with administrative support training.

Knowledge, Skills and Abilities:

Effective oral and written communication skills are required. Candidates with bilingual speaking skills in English and Spanish preferred and will be given strong consideration. Ability to multitask, understand and follow specific instructions and procedures on a daily basis is required. Must be able to maintain confidential student data appropriately. The ability to stay focused in an area with frequent interruptions is required. Records maintenance skills and the ability to prepare and print routine correspondence and other basic written material. The ability to operate office machinery and DSHA specific security and student tracking systems is required; PC experience and knowledge of MS Office software is required. The ability to prioritize duties and to deal with diverse populations, internally and externally, is required.

Protective Clothing Required:

Occasionally gloves and PPE are required when administering to injured students.

Physical Demands:

While performing the duties of this job, the employee is frequently required to stand; talk or hear; and use hands to finger, handle, or touch objects or controls. The employee is frequently required to stand and walk. Occasionally, the incumbent will be required to stoop, bend or reach above the shoulders. The employee must occasionally lift up to 25 - 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment:

The work takes place in primarily an office/school environment. This position requires constant contact and communication with others, multitasking, repetitive motion, some bending and requires the daily use of computers, various monitors and other office equipment.

Work Hours:

Work hours are 8:00 a.m. - 4:30 p.m. Monday-Friday, occassional evenings for events, or as otherwise assigned.

Equal Employment Opportunity and ADA:

DSHA practices equal employment opportunity. We are committed to providing employees with a work environment that supports diversity and is free of unlawful discrimination and harassment. All employment decisions are based on merit, qualifications, and competence. Our employment practices are not unlawfully influenced or affected by an applicant's or employee's characteristics protected by law. This policy governs all aspects of employment, promotion, assignment, discharge, and other terms and conditions of employment.

DSHA also is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. It is the policy of DSHA to provide reasonable accommodation when requested by a qualified applicant or candidate with a disability, throughout all aspects of the hiring process, unless such accommodation would cause an undue hardship for DSHA. If reasonable accommodation is needed during the application or hiring process, please contact Human Resources at 414-721-7419.

How to Apply:

Interested individuals must complete the online application at www.dsha.info/careers and include resume, cover letter, three professional references, and salary expectations.

Visit www.dsha.info to learn more about Divine Savior Holy Angels High School.

Only applicants to be interviewed will be contacted.