Horizons - Administrative Assistant

Position Summary The Administrative Assistant provides daily administrative support for Horizons Sacred Heart University, a year-round program serving Bridgeport students and families across its PreK–12 continuum. The position serves as a primary point of contact for families and campus partners and coordinates family communications, admissions and re-enrollment processes, purchasing, program schedules and records, and meeting and event logistics. The Administrative Assistant maintains accurate information, tracks deadlines, and refers decisions and approvals to the Executive Director or appropriate Program Manager. Principal Duties & Responsibilities Family communications: Monitor shared inboxes, phone calls, and inquiries; answer routine questions using approved information; draft, proofread, and distribute family notices through ParentSquare and other approved channels; maintain contact lists and communication logs; refer sensitive matters and policy exceptions to the appropriate leader. Admissions and re-enrollment: Schedule admissions appointments, family meetings, and orientations; distribute and track applications, consent forms, and enrollment and re-enrollment materials; follow up on missing items; maintain applicant records and waitlists; and prepare enrollment status reports. Program leaders make admissions, placement, and exception decisions. Purchasing and supplies: Collect approved supply requests, obtain quotes when needed, enter orders through SHU systems, track deliveries and inventory, and submit invoices and supporting records for review. Purchasing and vendor commitments remain subject to the Executive Director’s approval and SHU procedures. Program scheduling and records: Maintain student schedules and program rosters; communicate approved assignments to families and staff; prepare program materials and spaces; record attendance; and coordinate assessment schedules and materials. Maintain program calendars, student records, and routine reports. Carry out this work under the direction of the Program Managers, who make decisions about student services and programming. Meetings and events: Schedule meetings and maintain event timelines, invitations, RSVP lists, materials, and follow-up tasks. Coordinate logistics for the annual benefit, family activities, Board meetings, and outreach in partnership with University Advancement and SHU Events. The Executive Director retains responsibility for messaging, fundraising, sponsor commitments, and event budgets. Campus and office coordination: Reserve rooms and submit facilities, IT, catering, and other campus service requests; coordinate with SHU departments and vendors on approved logistics; maintain organized shared files; and track administrative forms and renewal deadlines. Other duties: Support special projects and perform related administrative tasks as assigned by the Executive Director. Knowledge, Skills, Abilities & Other Attributes High school diploma or equivalent required Experience in an educational or nonprofit setting helpful. Strong written and verbal communication, organization, accuracy, follow-through, discretion, and ability to manage multiple deadlines. Proficiency with Microsoft Office and Outlook; ability to learn ParentSquare, Salesforce, SHU purchasing systems, and student or donor record systems. Ability to work respectfully with families, students, colleagues, and campus partners; occasional evening or weekend support for scheduled program events may be required. Pre-Employment Requirements All offers of employment are contingent upon satisfactory completion of a background check. In accordance with Connecticut General Statutes § 31-51v, applicants selected for this position will be required to undergo a pre-employment drug test as a condition of employment. Employment is contingent upon satisfactory results of both the background check and drug test.