The Administrative Assistant to the College Counseling Office supports the Director and Associate Counselors through all aspects of the college process, including:
Assist in administrative tasks related to college admissions and counseling
Plan, schedule, coordinate, promote, and attend college counseling events (e.g. college fairs, enrichment fairs, college rep visits). Occasional nights and weekends to assist with college counseling events.
Coordinate schedule with college visitors and welcome them on campus.
Support counselors in preparing lessons for classes throughout the year
Communicate with counselors, department heads, grade advisors, teachers and administrators and other faculty and staff
Reserve space and coordinating catering for events.
Submit reimbursements and process receipts
Communicate with families about school and community events, college visits, and enrichment programs
Keep accurate and meticulous student accounts using Naviance software
Prepare and send reports and documents to appropriate institutions using Naviance software
Maintain college counseling calendars; schedule student, parent, and administrative appointments
Collaborate with marketing & communications to update calendars, resources, links and details on our college counseling website
Monitor, stock, and display college suite with necessary supplies and information
Write a variety of documents (including forms, newsletters and other pieces for varied audiences), given oral or written instructions.
Prepare upper school transcripts for high school students, transfers and alumni
Review students’ records relevant to college admissions process (e.g. transcripts, new students, transfer students, alumni)
Prepare and verify current and final transcripts for transmission to various institutions, including colleges and the NCAA
Standardized Tests Coordination:
Oversee the coordination and administration (including administration for students with accommodations) of standardized tests related to college admissions (eg. ACT, SAT, PSAT, AP).
Coordinate and organize test preparation programs
Assist Services for Students with Disabilities Coordinator in providing accurate documentation and accommodations for standardized testing and in proctoring exams
Coordinate proctors, and logistics for testing days
Work occasional weeknights and weekends as part of logistics of standardized tests coordination
Knowledge of educational and college counseling software/programs a plus (e.g. Naviance, College Board, ACT)
Advanced knowledge of Microsoft Suite (Word, Excel, in particular and Google Suite) required
Requires excellent organizational, communication, and interpersonal skills
Experience in Senior Systems database is a plus
Must be a people person - able to deal with kids effectively, with good humor and patience, as well as parents, faculty, staff, and administrators.
Germantown Friends School is an equal opportunity employer committed to diversity in its student body, faculty and staff. The school does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status or any other legally protected class status. People demonstrating a commitment to diversity and multiculturalism in education are encouraged to apply. For more information about the school, please visit our website at www.germantownfriends.org.
Interested applicants should send a cover letter, resume and three references to:
Ellen Berman, Administrative Assistant
About Germantown Friends School
Germantown Friends School is a Quaker, independent, co-educational day school serving students in grades EC-12. Located in an historic neighborhood in northwest Philadelphia, the school takes its identity from a constellation of four distinct elements: a vibrant intellectual community, an historic urban setting, a diverse school community and a grounding in Quaker principles.