COLLEGE COUNSELING- ADMINISTRATIVE ASSISTANT
SUMMARY
The Administrative Assistant & Testing Coordinator in the College Counseling office is responsible for two main roles in assisting the college counseling team. We seek candidates who are highly collaborative and are excited to work with young people in a fast-paced environment. While it is our preference that candidates have administrative assistant experience, we are also eager to find people who have strong customer service skills and are excited about connecting with students in a multitude of ways.
This individual will act as the College Counseling Coordinator, the Director of Testing and AP Coordinator, in addition to serving as the assistant to the Director of College Counseling and the college counseling team.
SCHEDULE
The schedule for this position may include working 5-8 Saturdays per year. You will have eight weeks of unpaid time off during the summer break and most of the winter break and spring break. Since this position primarily works when school is in session, you will not receive vacation, personal, or holiday time, but will be eligible for sick time in accordance with the NYS Sick Law.
PRIMARY RESPONSIBILITIES:
College Counseling Coordinator
- Provide support to the college counselors
- Coordinate transcripts and records with the registrar
- Provide reception services for the department by greeting and directing students, parents, college admissions representatives, and faculty
- Schedule all college admission representative visits. Greet and host representatives upon arrival.
- Assist with special events planning, including V Form Parent/Student Program
- Assist in scheduling appointments for college counselors
- Provide clerical support related to preparing transcripts, letters of recommendation
- Manage the school Scoir account
- Oversee timely gathering and submission of Secondary School Report, counselor letter, teacher letters, and supporting documentation for each VI form student for every college
- Proofread letters and other documents as needed
- Work with students and parents to set up and utilize Scoir
- Revise and update college counseling handbook, website, and school profile each year. Ensure all dates related to college counseling program are on the school calendar.
- Coordinate newsletter, emails, and other mailings with Director of College Counseling
- Attend department meetings and assist in keeping minutes of those meetings
- Compile all statistical reports related to college admissions
- Manage incoming calls in the college office.
- Gather and circulate information to students and parents on summer and gap year programs and opportunities
- Arrange opportunities for representatives of Summer Programs and Gap Year Programs to visit Millbrook -- via lunch visit, fair, virtual visit, etc.
- Correspond with students and their families on potential summer and gap year programs. Provide transcripts and other required documents to these programs.
- Work with college counselors to counsel students in their personal and academic development as it relates to summer and gap year opportunities.
Director of Testing and AP Coordinator
- Complete all training provided and suggested by College Board and ACT for all tests administered at Millbrook School.
- Perform all Testing Coordinator duties related to administration of ACT, SAT, PSAT/NMSQT, Pre-ACT, AP Exams, and any other tests as defined by the College Board and ACT. Submit all paperwork and reports related to these tests. Implement all policies and procedures surrounding testing.
- Offer at least two SAT tests, two ACT tests, the PSAT, and Pre-ACT, and all AP exams each year. Work with the college counseling team to determine the appropriate number of tests.
- Work with admissions team, academic deans, registrar, and Director of Academic Center to assist students in being granted proper accommodations for standardized testing. Gather and submit all paperwork. Communicate with testing companies, students/families, and school personnel on all issues related to student accommodations.
- Communicate and coordinate with academic deans and college counseling team to develop an appropriate test administration schedule.
- Communicate with all faculty and staff regarding student schedule changes resulting from testing.
- Maintain school level records and documents for all testing.
- Serve as liaison between partner test prep companies (at this time, Revolution Prep and High End Test Prep) and students/families/Millbrook faculty.
- Deliver correspondence to appropriate parties.
- Find and assign proctors for all tests. Train proctors and make sure they are set up to be compensated.
- Assure that appropriate testing environments are available and maintained.
- Assist students and their families in registration for standardized testing.
- Assist teachers in submission of paperwork for AP audit; ensure this is done in a timely manner.
- Ensure all testing dates appear on the school calendar.
Other responsibilities
- Work with outside vendors and agencies for system/ tech support and other departmental needs.
- Other duties, as assigned.
EDUCATION AND QUALIFICATION REQUIREMENTS
- Bachelor’s degree in a related field strongly preferred.
- A minimum of one year of administrative experience required.
- Previous experience in testing administration strongly preferred.
- Previous school experience is preferred.
- Must have the ability to work independently and as a team.
- Must have experience or an interest in working with high school students from a wide variety of backgrounds.
- Must be highly organized with strong interpersonal skills.
- Must have strong oral and written communication skills.
- Must have strong computer skills including Microsoft Office and Google Drive.
SPECIFIC REQUIREMENTS/ ESSENTIAL FUNCTIONS
- Must be able to read, write, speak, and understand the English language.
- Must possess the ability to make independent decisions when circumstances warrant such action.
- Must have patience, tact, and enthusiasm when dealing with personnel, students, and family members.
- Must have the ability to work harmoniously and effectively with others.
- Must be able to follow written and oral instructions.
- Must be proficient in composition of written communication.
PHYSICAL & SENSORY REQUIREMENTS (with or without the aid of a mechanic device)
- Must be able to move intermittently throughout the workday.
- Must be able to cope with the mental and emotional stress of the position.
- Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
- Must function independently.
- Must be flexible and willing to adapt to new technology, teaching methods and/or schedules.
- Must be able to lift, push, pull, and move equipment, supplies, etc., without restrictions.
- Ability to work in person, on campus.
- Must function independently.
WORKING CONDITIONS
- Typical office conditions.
- Works in College Counseling areas as well as throughout the campus.
- Sits, stands, bends, lifts and moves intermittently during working hours.
- Subjected to frequent interruptions.
- Is involved with students, family members, personnel, visitors, etc., under all conditions and circumstances.
- Bursts of heavy student traffic, congestion, and teenage exuberance throughout the day.
The salary for this position is: $22.00 - $25.00 per hour. Placement in the salary range is based on experience, education and all other factors permitted by law.
Job Type: Full-time
Pay: $22.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- Do you have previous experience working at a school?
Experience:
- testing administration: 1 year (Preferred)
- Administrative: 1 year (Required)
Ability to Commute:
- Millbrook, NY 12545 (Required)
Work Location: In person
