St. Stephen's Episcopal School, a day and boarding school of 690 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. Candidates should be willing and able to be in professional communication (primarily via email) with colleagues, students and families during school breaks as specified by the College Counseling Team.
The Office Manager’s daily responsibilities will vary at 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.
Coordinating and delivering College Counseling emails, newsletters, and other communications.
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 transcripts, documents, organizing test results, etc.
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 the team with presentations and board reports.
Assisting with updating, revising, and maintaining the 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. Excellent computer literacy skills are required, including proficiency in Microsoft Office and Google suite. Knowledge of college counseling platforms such as Naviance, Maia, and Scoir is a plus.
Candidates will be customer-service oriented, organized with attention to detail, and accustomed to managing databases. Candidates will create a welcoming environment and have 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.
In accordance with our founding mission, St. Stephen's Episcopal School infuses diversity, equity, and inclusion practices in everything we do, from admission policies, curriculum, and professional development to our hiring practices. We seek qualified candidates who are committed to these values and ready to work in community to create a more just society. We celebrate every individual, recognizing that our unique stories, histories, and voices are essential to creating a vibrant living and learning space. As such, we strongly encourage people with diverse backgrounds, perspectives, and identities to apply to become members of our community.
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 or gender identity, national origin, disability, age, or sexual orientation or identity.
Qualified candidates should submit their resume and a letter of interest addressing their qualifications for this role.