Administrative Assistant to College Counseling

1 month ago

Charleston, West Virginia, United States Porter-Gaud School Full time

Administrative Assistant to College Counseling and Registrar

Porter-Gaud is an Episcopal, coeducational day school serving more than 1,000 students in grades 1-12. The O'Quinn Schools of Porter-Gaud serve an additional 600 preschool students from age two through kindergarten. The Administrative Assistant to College Counseling and Registrar provides administrative support to both departments. This will be a full-time, non-exempt, 12-month position.

The Administrative Assistant to College Counseling and Registrar will be responsible for managing the day-to-day administrative needs of the College Counseling Department and the Registrar Department.

The Administrative Assistant to College Counseling and Registrar will display a continuous commitment to developing the attitudes, knowledge, and skills (intercultural competence) to engage in appropriate and effective communication with students, colleagues, and families from diverse backgrounds and perspectives. We desire candidates who will contribute to the school's efforts to continue creating a more inclusive and equitable community where all individuals can develop a sense of belonging.

Primary Responsibilities:

  • Receives students and other visitors, fields phone calls to the offices and ensures that the offices are staffed throughout the school day.
  • Assists in other administrative departments as needed, including support of division offices.
  • Serves as the Upper School Testing Coordinator.
    • Coordinates the oversight and logistical planning for all Upper School testing, including PSAT, NMSQT, Pre-ACT, PSAT 8/9, and AP exams.Ordering supplies and resource materials.
  • Processes and tracks college application materials.
  • Maintains the database (SCOIR) of student information and application information and assists with updating physical student records.
  • Assists with mailings and communications throughout the school year.
  • Schedules visits from college representatives and coordinates all details of their visits to our campus.
  • Maintains the College Resource Room.
  • Updates and maintains the College Counseling webpage, in conjunction with the School's Webmaster.
  • Coordinate the logistics of college nights and other programs.
  • Completes other duties as assigned by the Director of College Counseling, the Registrar, or the Head of the Upper School.

Minimum Qualifications:

  • Bachelor's degree from an accredited college or university.
  • Prior administrative experience of a similar nature; experience in a school setting is preferred.
  • Experience and knowledge of database management.
  • Knowledge of educational software preferred, to include Blackbaud software Education Management programs.
  • Knowledge of college counseling software is a plus.
  • Evidence of excellent communication skills, both written and interpersonal.
  • Evidence of superior organizational skills.

The successful candidate:

  • Will possess the ability to keep all College Counseling matters confidential
  • Will contribute to a calm atmosphere in the office environment
  • Will maintain friendly relationships with all constituencies including students, parents, and colleagues

Reporting: The Administrative Assistant to College Counseling and Registrar reports to the Director of College Counseling

Salary: Commensurate with experience.

Porter-Gaud School is committed to increasing the racial, ethnic, and religious diversity of our faculty and staff. The School welcomes applicants who would bring additional dimensions to the School's teaching mission. In accordance with law, Porter-Gaud School is an equal opportunity employer and hires without discrimination on the basis of race, color, religion, gender, gender identity, gender expression, sexual orientation, age, national origin, or disability.

Porter-Gaud School is committed to ensuring the safety and wellbeing of our students. We hold our employees to the highest possible standards. All employees are subject to extensive background check screenings and must sign our code of conduct. We strive to monitor employees while interacting with students. We take any inappropriate interactions between students and employees seriously and are committed to mandatory reporting standards as required by law. We will fully cooperate with authorities in any allegation or case of abuse.



For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.

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