Administrative Assistant-Registrar

Job Description

St. John the Apostle Catholic School in Hialeah (Dade County), Florida is seeking a welcoming, organized, and mission-driven full-time Administrative Assistant/ Registrar for the 2026-27 academic year. This is a year-round position designed to support the efficient operation of the school by managing student records, coordinating enrollment processes, maintaining key administrative systems (such as Step Up, FACTS, Rediker, and Plus Portal), handling school deposits, and ensuring compliance with reporting requirements. This role serves as a critical liaison between the school, families, scholarship organizations, and the archdiocese, while assisting with various administrative functions to promote a smooth and supportive educational environment. The candidate performs all duties and responsibilities with the mission, vision, and values of the Catholic Archdiocese of Miami.

Functions and Responsibilities include:
Student Records Management: Maintain and update student records, including enrollment, attendance, grades, and health information.
Enrollment Coordination: Oversee the student enrollment and withdrawal processes, ensuring all necessary documentation is collected and filed appropriately.
Step Up Coordinator - Liaison between school and Step Up.
FACTS - Create new accounts and maintain current accounts. Enter transactions, post payments and monitor delinquent accounts.
Power School - Monitor and maintain all aspects of the program.
Plus Portal - Manage and maintain passwords and reset when necessary.
School Deposits - Collect and prepare all school deposits and give them to Bookkeeper.
Communication: Serve as a liaison between the school and parents/guardians regarding student records and enrollment matters.
Compliance: Ensure that the school's record-keeping practices comply with Archdiocesan policies and state regulations.
Reporting: Prepare and submit required reports to the archdiocese and state education departments as needed.
Support Services: Assist in administrative tasks related to student services, such as scheduling and standardized testing coordination.
Other duties may be assigned: The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Qualifications:
High school diploma or equivalent required; associate or bachelor's degree preferred.
Experience: Prior experience in educational administration or a related field is advantageous.
Proficiency in office software (e.g., Microsoft Office Suite), strong organizational skills, and attention to detail.
Excellent verbal and written communication skills; bilingual abilities (English and Spanish) are beneficial.
Able to collaborate effectively and cooperatively with others by asking clarifying questions to ensure alignment and achieve shared goals.
Ability to Build and sustain a positive working relationships with colleagues to foster a productive and supportive team environment.
Must be able to sit for extended periods at a workstation.
May be required to perform data entry for extended periods of time.
Must be able to understand and serve diverse populations.
Strong oral and written English-language communication skills, including clear speaking voice.
Spanish-language proficiency preferred (or required, depending on the position and the needs of the community).
Fully committed, supportive and respectful of the mission and tenets of the Roman Catholic Church and Catholic Education; experience in Roman Catholic environment preferred.
Knowledge of basic tenets of Catholic Church.
Must have a professional demeanor, including adherence to the dress code.

To apply: Submit a resume with cover letter addressed to Principal Father Rivera at
frrivera@sjacs.org
and
hbonet@sjacs.org
Subject line should read: Administrative Assistant/ Registrar.

Please note: In addition to the eligibility requirements indicated in the Archdiocese of Miami Policy "Creating and Maintaining a Safe Environment for Children and Vulnerable Adults," the selected candidate must undergo a background screening through the Florida Care Provider Background Screening Clearinghouse and be granted a determination of eligibility as a condition of employment.

For more information on the Clearinghouse please visit: http://info.flclearinghouse.com/.

About the Employer

The Archdiocese of Miami is a particular church of the Roman Catholic Church in the United States of America. Its ecclesiastic territory includes Broward, Miami-Dade, and Monroe counties in the U.S. state of Florida. The archdiocese is the metropolitan see for the Ecclesiastical Province of Miami, which covers Florida. The archbishop is Thomas Wenski. As archbishop, he also serves as pastor of the Cathedral of Saint Mary, the mother church of the archdiocese. Also serving are 428 priests, 160 permanent deacons, 50 religious brothers and 300 religious sisters who are members of various religious institutes. These priests, deacons and persons religious serve a Catholic population in South Florida of 1,300,000 in 118 parishes and missions.