Administrative Staff Assistant - College Counseling Office

Assists and supports the needs of the college counseling office and entire staff. This position will provide direct customer service for the college counseling office and perform all office related functions. Requiring professionalism, discretion, good judgement, and adherence to confidentiality by being organized, detailed oriented and proactive will be critical to the department.

This is a full-time, 37.5 hours/week position. Typical hours: Monday - Friday, from 8:00am - 4:30pm, and Saturdays when classes are in session, from 8:45am - 11:45am. Schedule may vary according to departmental and Academy needs.

Key Accountabilities

• Responsible for opening and closing the office for business.
• Assume shared responsibility for physical front office coverage to greet students, parents, faculty, college representatives and other guests in person.
• Answer phone and direct inquiries, as needed.
• Perform daily administrative duties including a great deal of computer work, printing, filing, data entry (Naviance/BlackBaud/Datatel/Colleague WebUI), maintaining electronic files, hard copy files, photocopying, faxing, scanning, and distribution of mail.
• Manage and/or assist with the transcript request and fulfillment process for current students and alumni for a variety of reasons including verification of attendance or certificate of graduation requests.
• Maintain Outlook calendars for all college counselors, by scheduling student/counselor appointments, the counselor of the day, and other meetings as well.
• Provide administrative support to the Administrative Manager, Program and Operations Mgr. and College Counselors as needed daily. This includes, but not limited to scheduling student appointments and meetings, prep work for all-class or counselor group meetings, college application data, tracking college application fee waivers, providing weekly pending college application deadline reports.
• Responsible for ordering office supplies, kitchen supplies, and annual resource books.
• Responsible for maintaining neatness in the living room, conference room, staff workroom and kitchen.
• Assist with all aspects of the college application process (electronic and manual).
• Assist and work closely with the counselor(s) responsible for scholarships, NCAA certification process and financial aid resources.
• Responsible for uploading PEA Transcripts to the NCAA website, as needed, and requested.
• Manage and assist the coordination and final submission of the electronic application process for: Presidential Scholars and College Board National Recognition Programs. In addition, aiding with the Cal Grant Certification and other scholarship and financial aid applications, as needed.
• Maintain records and management of files according to PEA Student Record Policy and ensure filing (electronic and/or hard copy) is current and up to date.
• Work collaboratively with other staff members to promote efficiencies and to develop and maintain goodwill, respect, and cooperation, providing colleagues with assistance as necessary.

• Help and support during event programs such as Family Weekend and College Admissions Weekend.
• Assist with training any temporary support staff when needed.

• Performs other duties as assigned.

Knowledge, Skills and Competencies

• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Responsible and reliable individual with a strong work ethic and the ability to work a flexible schedule including extended hours, weekends, and holidays when needed and necessary.
• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Excellent communication (written and verbal) skills.
• Demonstrated ability to work with students by building trust and credibility.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.
• High degree of organizational skills with attention to detail and the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions.
• Ability to maintain focus and refrain from distractions such as using a personal cell phone.
• Maintain a professional, calm, and respectful demeanor especially during busy times and stressful situations.
• Excellent analytical and problem-solving skills as well as a strong customer focus.
• Proficient in MicroSoft Office software and products.
• Willingness and ability to learn additional applications as needed.
• Ability to prioritize workload, knowing when to delegate and when to ask for assistance.
• Some knowledge of ACT and College Board standardized testing guidelines is preferred.

Position Requirements

Education

• High school diploma.
• Bachelor’s degree preferred

Experience

• Minimum three years’ administrative experience including scheduling, planning, and coordinating calendars and projects.
• Experience in an academic institution (secondary or post-secondary) preferred.
• Team player experience is required and necessary.
• Experience with direct customer service.
• Experience with Colleague by Ellucian (Datatel) preferred, but not required.
• Experience with PowerSchool - Naviance, Informer and Blackbaud a plus.
• Experience working with adolescents in an educational setting is preferred.

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).