Assistant to Academic Counselors, Middle School

Job Details
Job Location:    Middle School - San Jose, CA
Position Type:    Staff
Salary Range:    $ $38.00 Hourly

Description

The Harker School — a private TK–12 institution in San Jose, CA — is seeking qualified applicants for a full-time, benefited position as an Administrative Assistant in our Counseling Department at the Middle School Campus.

This is a 10-month position with a regular work schedule of Monday through Friday, 7:45 a.m. to 4:45 p.m., including a 60-minute meal break. 

Estimated Hourly Range: $ $38.00 per hour.

Position Summary

This position will provide general office support to the Counseling Department, supporting our mission in the community through interactions with parents, students, administrators, faculty and staff. Each day brings an opportunity to learn something new, and to engage with our wonderful and inspiring community.

The Middle School Counseling Assistant serves as a key member of the Counseling Department, providing administrative and programmatic support to counselors and Learning Specialists while helping to ensure the efficient and welcoming operation of the LIFE Center. In addition, the position is part of the middle school assistant team that works collectively to help the middle school run as effectively and efficiently as possible. The role involves daily interaction with students, parents, faculty, and staff, requiring professionalism, confidentiality, and empathy.

Success in this position depends on building strong, positive relationships and demonstrating The Harker School's Values in Action:

·       Greet cheerfully

·       Seek to understand

·       Lean in

·       Discover daily

·       Make a difference — with honor and integrity

Each interaction should be guided by our institutional Values in Action:

• greet cheerfully
• seek to understand
• lean in
• discover daily
• make a difference

…… with honor and integrity

Qualifications

Qualifications

• 2-5 years of experience in a reception environment
• Experience in a school or counseling setting a plus

Essential Duties and Responsibilities

Counseling Support

• Provide administrative assistance to counselors and Learning Specialists regarding student and LIFE Center needs.
• Greet and assist students, teachers, and parents visiting the LIFE Center.
• Maintain and update confidential student records, including filing, archiving, and transferring records for incoming and outgoing students.
• Schedule appointments for counselors and manage student flow to maintain a supportive and organized environment.

Daily Testing and Standardized Testing (OLSAT & ERB)

• Administer student testing in the LIFE Center for extended absences, illnesses, and approved accommodations. Coordinate testing logistics with students, parents, and teachers.
• Coordinate annual OLSAT testing: order materials, prepare and distribute test packets, schedule makeups, and mail completed tests to Pearson.
• Support ERB testing by preparing and proctoring accommodation student testing and makeup sessions for students who miss the main testing days.

Final Exams

• Collect and proctor final exams for students with accommodations or students who miss the main testing days.
• Ensure all exam materials are securely handled and properly documented.

Tutoring Coordination

• Maintain and update the list of approved tutors.
• Provide parents with tutor contact information and related documentation.
• Track active tutoring arrangements and communication.

Emergency Support

• Support emergency procedures by assisting with attendance and reporting during drills or actual emergencies.
• Communicate promptly with the emergency response team regarding any missing students.

Programmatic and Event Support

• Provide regular administrative assistance for academic programs, competitions, and special events.

Our Mission:

Our mission is to educate students for success at college and beyond, and to foster kindness, respect, and integrity within a safe and nurturing environment. We achieve academic excellence through the development of intellectual curiosity, personal accountability, and love of learning. Our comprehensive program and exceptional faculty and staff help students discover, develop, and enjoy their unique talents. We honor individuality, embrace diversity, and promote leadership and service, preparing students to take their place as global citizens.

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