Administrative assistant for college counseling

Job Details:

Job Location: UPPER SCHOOL - MIAMI, FL

Salary Range: Undisclosed

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.
• Schedule 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 décor.
• 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

• Bachelor’s 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.