Administrative Coordinator

Position Overview

The College Counseling Office Administrative Coordinator is the operational backbone of a highly collaborative, fast-paced, and student-centered college counseling office. This individual provides hands-on administrative and operational support for the department while serving as a trusted resource to the Director of College Counseling and the counseling team.

Working with hundreds of students and families each year, the Administrative Coordinator manages a wide range of responsibilities, including communications (internal and external), event planning, scheduling, data management, college representative relations, office operations, and project coordination, ensuring every aspect of the office runs smoothly, efficiently, and with exceptional attention to detail.

As one of the ambassadors of the College Counseling Office, the Administrative Coordinator interacts daily with students, families, faculty, and college admissions representatives, helping to cultivate positive relationships while ensuring every interaction reflects Menlo School's professionalism, hospitality, and commitment to excellence. The Administrative Coordinator plays a key role in hosting visiting college admissions officers, coordinating communications with colleges, and representing the School with warmth, professionalism, and sound judgment.

The ideal candidate enjoys working behind the scenes to help others succeed. They are organized, calm under pressure, collaborative, and take pride in creating systems, experiences, and relationships that allow students, families, counselors, and college representatives to feel supported.

This is a full-time, 12-month, non-exempt, on-site position.

Office Operations & Coordination

• Handle the day-to-day administrative functions of the College Counseling Office, including scheduling, calendar management, facilities and technology requests, and general workflow coordination

• Proactively identify operational needs, anticipate upcoming priorities, and implement solutions to keep the office running efficiently with minimal direction.

• Draft, proofread, and edit internal and external communications, including newsletters, event reminders, and website updates.

• Execute the alumni college transfer request workflow from start to finish

• Collaborate with the Registrar to manage the operational logistics of school-wide testing and examinations, including planning, communications, scheduling, materials, and execution.

• Maintain departmental budget records in coordination with the business office.

• Support the logistics of major counseling events (college visits, family programming, workshops, application deadlines, evening events, etc.)

• Update web content and create print/digital materials that are clear, visually polished, and on-brand.

• Help promote important events and deadlines through newsletters, digital signage, and creative outreach efforts.

• Maintain accurate records and assist with data management across platforms such as SCOIR, Veracross, and Calgrant

• Coordinate materials and communications (eNotes, SCOIR notifications, website management) to ensure students and families receive timely and accurate information

• Prepare reports, presentations, and supporting materials for leadership updates and school communications.

Student, Family & Faculty Support

• Serve as a primary point of contact for colleges, students, and families both in person and virtually, responding to questions with clarity, warmth, and efficiency

• Exercise sound judgment in directing questions and sensitive matters to the appropriate counselor or administrator while maintaining confidentiality.

• Partner closely with counselors, the registrar, and faculty to support application-related processes, schoolwide calendar management, and internal documentation

• Help troubleshoot issues and ensure a smooth experience for all stakeholders throughout the college process

College Representative Relations & Visit Management

• Maintain positive working relationships with college admissions offices and assist with annual outreach, scheduling priorities, and visit planning.

• Coordinate and host college representatives visiting campus, ensuring a welcoming and professional experience

• Coordinate college visit schedules, room bookings, and communications with admissions offices

• Serve as an ambassador for the school, reflecting the professionalism and values of the College Counseling Office

Office Environment & Hospitality

• Maintain a well-organized, functional, and welcoming office space for students, families, and visitors

• Ensure that shared spaces (including reception and kitchen areas) are clean, stocked, and ready for daily use and special events

• Anticipate needs and take initiative to ensure the office environment reflects a high standard of care and professionalism

Team Collaboration & Special Projects

• Handle logistics for a wide range of college counseling events (e.g., college visits, workshops, family nights, senior celebrations), including space reservations, A/V needs, catering, signage, and follow-up communication.

• Collaborate closely with the Director of College Counseling and team members on office priorities and initiatives

• Take on special projects and additional responsibilities as needed to support the evolving needs of the office

• Demonstrate flexibility and a willingness to step in where needed in a dynamic, team-oriented environment

Qualifications & Attributes

• Minimum High School diploma. Bachelor's degree preferred.

• Minimum of 23 years of administrative, executive assistant, or communications experience, ideally in a fast-paced environment.

• High level of discretion, sound judgment, deep sense of professionalism, and a strong work ethic.

• Exceptional writing and editing skillsable to communicate clearly, professionally, and with warmth.

• Meticulous attention to detail and deadlines.

• Highly organized with the ability to juggle multiple projects at once.

• Comfortable learning new tools and systems; familiarity with Google Workspace required.

• A natural helper and problem-solver with a collaborative spirit.

• Experience in education or independent schools is a plus, but not required.

To be considered for this position, please submit your resume and a brief cover letter outlining your interest and relevant experience through our application portal.

We thank all applicants in advance for their interest and will reach out only to those most closely aligned with the position's needs.

We are unable to sponsor or take over sponsorship of an employment visa for this position.

We look forward to hearing from you!

About us:

Menlo School is an independent, coeducational, college-preparatory school for students in grades six through twelve. Located in the heart of Silicon Valley and founded in 1915, the School is accredited by the Western Association of Schools and Colleges and is a member of the National and California Associations of Independent Schools.

Menlo is dedicated to providing a joyful, transformative education that empowers students to explore broadly, think critically, act responsibly, and navigate the complexities of an evolving world. Our relevant and engaging academic programcomplemented by outstanding arts and athleticssparks wonder, fosters a love of learning, and inspires students to reach their full potential as they grow in competence, confidence, and curiosity. Student care and the supportive relationships students build with teachers, coaches, and peers are at the heart of all we do as we uphold the highest ethical standards, develop character, and pursue a shared commitment to purposes larger than ourselves.

At Menlo, belonging is essential to who we are as a school. We embrace the growth and well-being of every member of our community by cultivating a culture rooted in kindness, trust, and belongingone where everyone feels welcomed, included, and valued, and where our diverse backgrounds, identities, and ideas are honored with curiosity, care, and compassion.

Our equal opportunity employment policy:

Menlo School is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants. We administer all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law.

Pay range:

In the spirit of pay transparency, we