Administrative Coordinator - College Counseling

The Hill School Mission: The Hill School prepares young people from across the country and around the world for college, careers, and life. Within a family school environment and a rigorous liberal arts curriculum, we challenge our young people to work hard; think and reason; be fulfilled; serve the common good; and be prepared to lead as citizens of the world, uniquely guided by our motto, "Whatsoever Things Are True."

Position Summary

Support the College Counseling Office with a wide variety of general administrative duties. Daily involvement supporting the College Counseling Office in its direct and indirect support of students and parents as they navigate the college admissions process.

Responsibilities

• Schedule, facilitate and coordinate all college counseling events, including (but not limited to) student and family meetings, visits by admissions representatives, alumni interviewers, college events, annual advisory board meeting, and parent and student programming.
• Maintain college counseling calendar and attend and participate in Calendar Committee meetings.
• With the Director, oversee department budget, attend budget meetings with the Business Office, and process various budget and financial reports with the Business Office.
• Preparation of monthly credit card reconciliation.
• Oversight of Maia and College Kickstart, the college counseling databases; prepare statistical data reports as needed.
• Work closely with the Academic Office and Registrar on issues related to transcripts and academic records. Serve as a liaison with all other school departments as needed.
• Process all materials in support of student applications to colleges, service academics, scholarship programs, summer programs and any other post-graduate opportunities requiring Hill School verification, including final transcripts at the end of the academic year.
• Process materials for Hill School graduates wishing to transfer.
• Work with service academy applicants as it relates to congressional nomination materials.
• Prepare draft agendas for College Counseling department weekly meetings.
• Provide travel support for college counselors.
• Provide administrative support for all college counselors and some minor support of the testing coordinator.
• Ensure that all supplies are inventoried and requirements fulfilled to ensure a smooth operation of the office.
• Task reminders throughout the year.
• Other duties as assigned.

The successful candidate must be a dedicated, dependable professional, organized, friendly, and able to patiently interact with students, parents, and faculty while simultaneously balancing and organizing the ongoing work of the office. The candidate must understand and practice the importance of discretion and confidentiality. The candidate must be team-oriented but able to work independently. Digital experience will be necessary to work with our student database Veracross, office records (Microsoft Office), Maia, and Sharepoint. This position has heavy data entry and document uploads during the Fall application season. It is a 12-month position, and the summer months are spent preparing for the application season in the fall, arranging college visits and making room reservations for programming events during the upcoming year. This position will require overtime in the fall during application season and on occasional evenings during College Counseling events.

Qualifications

• Prior executive level support, a minimum of three years, preferably in an academic setting.
• Strong written, oral communication, and proofreading skills.
• Ability to maintain confidential information.
• Strong customer service orientation.
• Ability to prioritize and manage multiple competing projects on a daily and weekly basis.
• Excellent capabilities with Microsoft Office products including Excel, PowerPoint, Word, Outlook, and Forms.
• Familiarity with the use of database software.
• Ability to learn new software and technology.
• Ability to use a computer including keyboard and monitor throughout each workday.
• Visual acuity to type, read and recognize students is required.
• Hearing acuity is required to communicate with co-workers, students, and parents in-person and via telephone.
• Ability to sit, stand, kneel and walk from office to office.

Attitude and Demeanor

• Publicly support the mission and vision of The Hill School in a positive and professional manner.
• Work as a dynamic team member in a professional collaborative environment.
• Energetic and organized enough to thrive in an extremely fast-paced environment while collaborating with a growing team to produce great work.
• Ability to wear many hats, learn new things every day, and have the ability to switch from a variety of roles with ease and excitement.
• Communicate effectively with warmth, sensitivity, humor, and understanding as they deal with administrative colleagues, teachers, students, alumni, parents, faculty, staff, and program associates.
• Possess a "service attitude" - willingness to be flexible to meet the needs of the department and school.