McDonogh School seeks a highly organized and detail-oriented Administrative Assistant to support the College Counseling Office. This position plays a vital role in helping students and families navigate the college application process while maintaining efficient operations within a busy counseling environment. The ideal candidate will be a proactive problem-solver with excellent communication skills and a commitment to supporting student success.

This is a part-time, 10-month position (30 hours per week), with a few weeks of work in the summer (summer work will be paid by separate stipend). Compensation for the 10-month role will be offered in the range of $30,000- $40,000. Individual offers will be specific, and based on education, experience, and benchmarking parameters.

Essential Functions

• Student and Family Support
• Serve as the first point of contact for students, families, and college representatives visiting or contacting the college counseling office
• Manage scheduling for individual student meetings, information sessions, and college representative visits
• Coordinate logistics for college fairs, representative visits, and family programming events
• Maintain accurate student files and records in compliance with privacy regulations
• Responsible for coordinating all transcript requests, recommendation letter processing, and application document management for current students and alumni
• Administrative Operations
• Provide comprehensive administrative support to the Director of College Counseling and college counseling team
• Maintain the college counseling calendar and coordinate room reservations for meetings and events throughout the year
• Process incoming and outgoing correspondence, including email, phone calls, and mail
• Order and maintain office supplies and counseling resources
• Update and maintain the college counseling section of the school website and student/family portals
• Data Management and Reporting
• Input and maintain student data in Scoir or a similar college counseling platform
• Generate reports on college application outcomes, testing data, and other metrics as requested
• Assist with survey distribution and data compilation for annual reporting
• Maintain databases of college contacts and admission representatives
• Event Coordination
• Help plan and execute college counseling events, including evening programs, college fairs, information nights, and senior celebrations
• Coordinate catering, room setup, technology needs, and materials for events
• Communicate event details to students, families, faculty, and external visitors
• Stipended Summer Work
• Send final transcripts
• Process current and Alumni transcript requests
• Complete education verifications
• SCOIR Updates: updte AP scores, upload rising juniors, add new students and parents, assign new juniors and seniors a college counselor and add them to DASH
• Set up SCOIR college representative visits in mid-July
• As college representatives schedule visits, add the visit to the School Calendar, reserve space, and assign a counselor to each visit
• Manage the office budget and process charges

High school diploma or equivalent; associate's or bachelor's degree preferred.

Additional Experience

• Experience with Naviance, Scoir, or similar college counseling platforms, preferred
• Familiarity with the college admission process
• Knowledge of database management and basic graphic design skills
• Minimum 2-3 years of administrative experience, preferably in an educational setting
• Previous experience working with high school students and families
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and Google Workspace

Additional Requirements

• Ability to handle confidential information with discretion and professionalism
• Excellent written and verbal communication skills
• Exceptional organizational skills with strong attention to detail
• Flexibility and ability to manage multiple priorities in a fast-paced environment
• Strong interpersonal skills and ability to work collaboratively with diverse constituencies