Counseling Office Administrative Assistant

Counseling Office Administrative Assistant

The High School Counseling Office Administrative Assistant provides administrative and operational support to the school counseling department. This position serves as the first point of contact for students, families, staff members, college and military representatives, and community partners. The successful candidate will demonstrate excellent communication and organizational skills, exercise sound judgment, think quickly in changing situations, and manage sensitive and confidential information with discretion. The Administrative Assistant must be able to assess and triage requests, determine appropriate next steps, and coordinate multiple priorities to support efficient counseling office operations and positive outcomes for students and families.

Essential Duties and Responsibilities

• Office Operations and Communication
• Serve as the first point of contact for the counseling office by answering telephone calls, welcoming walk-in visitors, responding to general inquiries, and directing individuals to the appropriate counselor or resource.
• Assess and triage student, parent, staff, and visitor needs, using sound judgment to determine urgency and facilitate appropriate, timely responses.
• Prepare and distribute year-round counseling office communications to students, parents and guardians.
• Create student passes for counselor appointments.
• Update counseling materials, forms, and informational resources as needed.
• Handle sensitive student, family, and school information prudently and maintain confidentiality in accordance with school policies and applicable laws.
• Calendar, Meeting, and Appointment Coordination
• Schedule meetings and appointments for students on counselor calendars throughout the school year.
• Coordinate CARE meetings, including scheduling, inviting participants, and communicating meeting details.
• Schedule Section 504 meetings throughout the school year and invite required participants.
• Arrange parent and guardian appointments related to new student enrollment and Section 504 matters.
• Confirm that all records required for new enrollment and meetings have been received, and request missing documentation as needed.
• Coordinate application processes, counselor appointments, and interviews for underclassmen participating in special programs, including Pennsylvania Governor's School, the Germination Project, HOBY, and similar opportunities.
• Student Records, Transcripts, and Verifications
• Process transcript and educational records requests for former students and graduates.
• Coordinate the transfer of educational records for students applying or transferring to private schools.
• Process Social Security beneficiary forms and related documentation.
• Maintain accurate records of requests, communications, and completed actions in accordance with school procedures and confidentiality requirements.
• College, Career, Scholarship, and Military Programs
• Coordinate visits by college admissions representatives, including scheduling, communication, room arrangements, and student participation.
• Coordinate military representative visits throughout the school year and serve as the primary point of contact for military personnel.
• Administer the local scholarship program, including coordinate with sponsors, updating applications, communicating deadlines, supporting application processes, and coordinating check requests and deposits associated with scholarships.
• Post and update general scholarship information in Naviance as needed.
• Post employment and volunteer opportunities in Canvas.

Required Qualifications

• High school diploma or equivalent; post-secondary coursework or administrative training preferred.
• Prior administrative, school office, counseling office, or student services experience preferred.
• Excellent verbal, written, interpersonal, and customer-service communication skills.
• Demonstrated ability to exercise sound judgment, think quickly, and respond calmly and appropriately in unexpected or time-sensitive situations.
• Ability to assess and triage multiple requests while identifying urgent or sensitive matters.
• Strong organizational, scheduling, recordkeeping, and follow-through skills.
• Ability to manage competing priorities, frequent interruptions, and deadlines in a busy school environment.
• Demonstrated discretion when handling confidential and sensitive student, family, personnel, and educational information.
• Strong attention to detail and commitment to accuracy.
• Proficiency with email, electronic calendars, word processing, spreadsheets, student information systems, and other office technology.
• Ability to learn and use platforms such as Canvas and Naviance.
• Ability to communicate effectively and professionally with high school students, families, staff members, administrators, and outside organizations.
• Initiative and reliability: Anticipates office needs, follows through on responsibilities, and completes work accurately and promptly.

Application Requirements

• Online application
• Letter of interest and resume
• Three current letters of reference (one must be from a direct supervisor)
• Unofficial transcripts
• Current clearances: Act 34, Act 151, Act 114, and Act 24 (PDE6004 Form)

Great Valley School District is an equal-opportunity education institution and will not discriminate on the basis of race, color, national origin, sex, age, religion, or handicap in its activities, programs, or employment practices as required by Title VI, Title IX, Section 504, Individuals with Disabilities Education Act, Chapter 15 of the Pennsylvania School Code, and Americans with Disabilities Act. For information regarding civil rights, grievance procedures, services, activities, and facilities accessible to and usable by handicapped persons, contact the Human Resources Office, Great Valley School District, 100 Lindenwood Dr., Malvern, PA 19355 View phone number on click.appcast.io).