GENERAL RESPONSIBILITIES

The Administrative Assistant to College Counseling manages all operational, data, and event coordination for the College Counseling Department. This role oversees student records and multiple databases, processes all admissions documentation, maintains departmental calendars and publications, coordinates standardized testing and large-scale programs, and ensures timely, accurate communication with students, families, and colleges.

This position requires an employee who is personable and enjoys working with students and families. The ideal candidate for this position will be positive and organized and possess excellent interpersonal, editing, and database management skills. Ideally, he/she should have familiarity and understand the culture and student body of independent schools such as Cape Henry.

The position requires independent judgment to prioritize competing deadlines. Maintaining strict confidentiality of student and family information is non-negotiable.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Records & Data Management

• Maintain and verify all student academic and college admissions records (digital and paper).
• Prepare, process, and transmit transcripts and supporting documents for college admissions and scholarships in accordance with deadlines and institutional requirements.
• Manage NCAA eligibility records, including course approvals and annual reporting.
• Provide data analysis, reporting, and project support for college counselors.

Publications & Communications

• Produce and update official publications including the School Profile, Board Report, Junior College Guide, matriculation lists, and related materials.
• Maintain the College Counseling website and ensure accurate public-facing information.

Scheduling & Office Operations

• Plan for and coordinate more than 500 annual student and family meetings.
• Schedule visiting college representatives and group programming.
• Manage departmental calendars and facilities requests.
• Purchase supplies, process reimbursements, and submit budget requests to the Business Office.
• Approve time records for substitute and temporary staff.

Standardized Testing Administration

• Direct all college related testing at Cape Henry, including PSAT, PSAT 10, School-Day SAT, and practice ACT testing.
• Oversee AP exam administration of over 300 tests, including proctor hiring and coordination, testing space and materials, student enrollment, exam ordering, and management of a $30,000+ budget.
• Maintain and distribute standardized testing records.

Events & Program Coordination

• Lead or support execution of programs, including: College Counseling evening presentations, faculty workshops, college tours and fairs, professional development conferences; and Upper School events such as graduation and awards ceremonies.
• Co-coordinate, every third year, a $10,000+ college fair hosting 750 students and 120 colleges, including vendor management and security logistics.
• Schedule, arrange, and coordinate logistics for representatives from a variety of colleges and universities.

Supervisory Responsibility

The administrative assistant supervises substitute staff and/or temporary staff (i.e. those hired for events or proctoring).

Required Education and Experience

1. High school diploma.
2. Two years of administrative experience.

Preferred Education and Experience

1. Associate’s degree.
2. Experience in an independent school environment
3. Familiarity with Google Suite, Microsoft Excel, and a track record of being familiar with keeping and analyzing data.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

PHYSICAL REQUIREMENTS
Significant standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, handling, pushing, and pulling. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

SPECIAL REQUIREMENTS
Possession of a valid driver’s license.