College Counseling Office Manager
St. Stephen's Episcopal School, a day and boarding school of 688 students (grades 6-12), is seeking a College Counseling Office Manager for a full-time non-exempt position to manage the administrative and logistical processes of a dynamic high school college counseling office. The candidate for this position will be part of a closely-knit team with four full-time college counselors and must be able to thrive in a high-energy, fast-paced high school environment. Regular work hours are Monday-Friday, 8:30 am - 4:30 pm with additional hours required during the academic year, particularly during September and October, with occasional evenings for presentations.
The Office Manager’s daily responsibilities will vary with different times of the academic year, including:
- Serving as the first point of contact in the College Counseling Office for students and parents as well as college and university admissions representatives.
- Overseeing the college and university admissions representative visit calendar: making appointments, confirming meeting space for all visits, ensuring students are informed of the visits, assisting with meet-and-greet of visitors, taking attendance and follow-up.
- Receiving and directing calls for college counselors and responding in a timely manner to various correspondence.
- Maintaining a welcoming office area, ordering office supplies, and monitoring inventory.
- Gathering information for use in college counseling publications and preparing and assembling mailings (electronic and standard).
- Processing of transcripts and school documents: ensuring transcripts are up-to-date and accurate, uploading all transcripts into college application management software.
- Ensuring the student database information is up-to-date with students’ information and their college applications, as well as maintaining hard copy files as needed.
- Setting up and maintaining all college counseling files and records for all students as well as printing of transcripts, documents, organizing test results, etc.
- Reviewing and assisting the Directors with budget and spending for the department.
- Handling details and logistics for daytime, evening, and weekend special events and programs, such as booking space, confirming catering details, setting up technology needs, managing invitations, and communicating program details.
- Working closely with college counselors to keep track of students' college, financial aid, and scholarship applications and making sure all materials are submitted by deadlines.
- Following up with universities about missing materials as needed. Ensuring files on students' outcomes are accurate.
- Assisting with data collection and reports as needed, and supporting team with presentations and board reports.
- Assisting with updating, revising, and maintaining college counseling website and events calendar.
Qualified candidates will have a College degree and 5+ years’ administrative office experience. Experience in an education environment is preferable. Computer literacy skills, including proficiency in Microsoft Office and Google suite. Knowledge of college counseling platforms such as Naviance, Maia, and Scoir a plus.
Candidates will be customer-service oriented, organized with attention to detail, and accustomed to managing databases. Candidates will have a warm, welcoming demeanor and the ability to establish effective rapport with diverse high school aged students and their families.
Candidates will have the ability to communicate clearly and effectively, set and manage competing priorities, meet deadlines and maintain a high degree of confidentiality with sensitive student records.
St. Stephen’s has a longstanding commitment to being an inclusive community. For the 2019–20 school year, students of color represent 30 percent of the Upper School student population (50 percent when including international students), and 30 percent of the Middle School population.
Equal access to employment, programs and services is available to all. With respect to its employment practices, St. Stephen’s Episcopal School does not discriminate on the basis of race, religion, gender, national origin, disability, or sexual orientation or identity.