College Counseling Program Specialist

Job Description

Job Description

College Counseling Program Specialist

Position Summary:

Reporting to the Director of College Counseling, the College Counseling Program Specialist plays an integral role in the day-to-day operations and overall efficient functioning of the College Counseling office. This position serves as an important point of connection among the College Counseling team, students and families, faculty, and the college admission community. The Specialist oversees and owns a wide range of program operations, student records and application processes, communications, events, and technology systems that support the college counseling experience for students and families.

The ideal candidate is a highly organized, proactive, and collaborative professional with exceptional executive functioning, time management skills, and attention to detail. The ability to manage multiple priorities, anticipate deadlines, establish effective systems, and follow through on numerous simultaneous responsibilities is essential. The successful candidate will also possess strong communication skills and the ability to interact confidently and warmly with students, parents, faculty, colleagues, and college admission professionals.

This is an 11-month position, with July off, running from August 1 to June 30 annually. The position can be primarily remote during the month of August, while September through June will be 100% on-site.

Key Responsibilities:

• Coordinate and manage the College Counseling office’s fall college representative visit program, serving as a primary point of contact for visiting admission representatives and the school community.

• Manage the department’s primary technology platforms, including  Maia Learning, College Kickstart, Google Workspace, and Blackbaud , and oversee the accurate submission and organization of transcripts, teacher letters of recommendation, standardized testing, and other supporting materials.

• Lead the planning, logistics, and communication for all College Counseling events including daytime programs and evening events. 

• Serve as the face of the college counseling office, handling the phones, mail, and messages for the department, serving as a responsive and welcoming point of contact for students, families, colleagues, and outside partners. Open the office each morning, and be the primary point of contact for inquiries when the college counselors are unavailable or out of the office. 

• Coordinate the submission of electronic documents required for student applications, including initial, mid-year, and end-of-year reports, to colleges and scholarship programs.

• Oversee transcript requests and related records processes for current students and alumni.

• Communicate with colleges as needed to monitor application materials and ensure completion of student files.

• Manage College Counseling calendars, including the calendars of the Director and Associate Director, and coordinate scheduling across the department.

• Collect, organize, and compile student data for internal and external reporting, including the school’s annual profile.

• Develop, maintain, and regularly update organizational systems and materials that support the College Counseling program.

• Maintain an organized, welcoming, and student-centered College Counseling office.

• Contribute to the ongoing development and efficient operation of a highly organized and responsive College Counseling program.

• Take on additional responsibilities and projects as assigned by the College Counseling team.

Qualifications and Skills

• Bachelor’s degree and at least 2 years of professional experience preferred.

• Exceptional organizational, executive functioning, and time management skills, with the ability to independently prioritize multiple responsibilities, manage competing deadlines, and maintain strong attention to detail.

• Proactive, resourceful, and solutions-oriented, with the ability to anticipate needs, take initiative, and follow through with minimal supervision.

• Excellent written and verbal communication skills, with a warm, professional approach to working with students, families, faculty, administrators, and college admissions professionals.

• Ability to work both independently and collaboratively in a fast-paced school environment.

• Strong technological proficiency and ability to quickly learn and navigate multiple platforms.

• Sound judgment, empathy, and discretion, with a demonstrated commitment to maintaining confidentiality of sensitive student and family information.

Compensation and Benefits:

• Pay Range: $65,000 to $70,000, commensurate with experience.
• Benefits: Medical, Dental, Vision, 403b, Paid Vacation, Personal/Sick Days and Holidays. In addition, you will have the option to enroll in voluntary benefits like short-term disability and long-term disability.