Administrative Assistant for College Counseling

This is a 12-month (fiscal year) exempt staff position that reports to the Director of College Counseling. The scope of this position is to provide operational support to the college counseling department.

Responsibilities
Prepare and manage electronic files for college applications, and submit on behalf of the school before deadlines.
Assist college counselors with preparation of electronic files in the application process, including use of the college counseling database (Naviance), the Common Application, the Coalition Application, and others as appropriate.
Assist parents with login and use of college counseling database (Naviance).
Assists with the processing of faculty recommendation letters before uploads.
Assist faculty with login and upload of college recommendation letters in Naviance.
Assist with maintaining the college counseling database (Naviance), including uploads of biographical information, GPAs, and standardized test scores.
Assist with maintaining college counseling information on myCOMPASS calendar, resource page, and the school website.
Assist the college counseling department with maintaining accurate data in Naviance and in preparation of reports related to college counseling programs and college admissions.
Act as events manager for college counseling department events: Schedule and organize college representative visits; this includes requests for facilities, calendar, and technology. Shedule and organize college programs for evening/weekend events (rentals); this includes requests for facilities, calendar, and technology; collecting insurance forms from colleges for evening/weekend events, and coordination with RE Facilities and Sage Dining as needed. Schedule college counseling office campus programming, including evening programs for students and parents, this includes requests for facilities, calendar, and technology; and coordination with RE Facilities and Sage Dining as needed. Assist with coordination of travel itineraries for invited guests from colleges, including guest for annual College Admissions Symposium and other programs. Liaise with forward facing offices on campus: Calendar committee, Facilities, Dining, and Security.
Submit purchase order requisitions on behalf of the college counseling department.
Reviews monthly budget reports to confirm individual spending items.
Maintain college counseling library of materials and supply of all forms, in both hard copy and electronic formats, as appropriate.
Maintain Naviance records on colleges and universities (including admissions representatives)
Receive and welcome visitors to the college counseling office, including parents and college representatives.
Manage everyday communications of the college counseling office (phone, email, myCOMPASS, etc.); answer phone calls and take messages when counselors are unavailable.
Maintain a clean, orderly and attractive college counseling office, including college dcor.
Manages and responses to inquiries in the CCO mailbox.
Manages the Bright Futures process, including communication and processing of applications.
Works with Athletic Liaison to manage NCAA clearinghouse needs.
Serves as an essential point of contact for the Virtual team, including management of space needs.

Qualifications

Qualifications
Bachelors Degree or higher
Knowledge of the college application timeline and process
Proficiency in word processing, spreadsheets, and Microsoft Office and Google suites of products.
Proficiency in accurate data entry and management as related to college counseling operations.
Ability to communicate in a clear and professional manner with college representatives, parents, students, and faculty members. Strong customer service orientation.
Essential understanding of the student and parent experience.
Highly organized and detail oriented.
Anticipates the needs of the office in a high volume, fast paced environment.
Confidentiality is expected and required on all matters.

Performance Factors
Attendance and Dependability: The employee can be depended on to report to work at the scheduled time and is seldom absent from work. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious about assignments.
Communication and Contact: The employee communicates effectively both verbally and in writing with supervisor, colleagues, and individuals inside and outside the School.
Relationships with Others: The employee works effectively and relates well with others including supervisor, colleagues, and individuals inside and outside of the School.
The employee exhibits a professional manner in dealing with others and works to maintain constructive working relationships.