College Counseling Administrative Assistant & Upper School Registrar

College Counseling Administrative Assistant & Upper School Registrar

Charlotte Country Day School seeks a College Counseling Administrative Assistant & Registrar to join our highly collaborative and dynamic team in supporting the work of the College Counseling Office while serving as the official custodian of student academic records for the Upper School. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, student-centered environment. The person in this position must maintain strict confidentiality regarding student records and sensitive information. The individual in this role collaborates closely with the Director and Associate Directors of College Counseling, faculty, students, families, alumni and college admission offices to ensure the accurate management of student records and the efficient administration of the college application process.

Essential Responsibilities include:

College Counseling Office Administration

• Manage office calendar, schedule appointments for college counselors, and handle phone/email inquiries.
• Provide reception services for the office by greeting and directing college visitors, and parents and students, and hosting college reps as needed.
• Manage the schedule and use of the college counseling conference room.
• Coordinate the on-campus college representative visit program using Scoir to schedule.
• Support planning of all college counseling programing including evening and weekend events.
• Serves as the system administrator for college counseling database Scoir.
• Support the Testing Coordinator in the administration of PSAT, PreACT, and AP exams, with potential increasing responsibilities.
• Collaborates with: College Counseling Team, Academic Office, Admissions, Faculty, and Administration
• Sort and distribute daily mail, update bulletin boards.

College Application & Data Management

• Facilitate the collection, uploading, and electronic submission via Scoir of all school documentation to colleges including transcripts, letters of recommendation, school profile, outside letters and any other necessary materials.
• Collect and maintain statistical data on college applications, admission outcomes, scholarships and other honors.
• Track data for graduating classes and assist in preparation of reports for Board of Trustees, Head of School and other stakeholders.
• Assist with school documents and correspondence.

Registrar & Custodian of Records

• Prepare and send official transcripts for current students and alumni.
• Ensure accuracy and resolve discrepancies.
• Send transcripts to colleges via Scoir.
• Process transcript requests.
• Manage student files and GPA calculations.
• Coordinate with Admissions for incoming and transfer students.
• Submit transcripts to NCAA Eligibility Center for student-athletes.
• Work with Director of Studies to submit new course descriptions to the NCAA for review.

Salary and Benefits

• Annual professional development opportunities that enhance professional skills.
• Comprehensive benefits package including medical, dental, vision, and retirement plans.
• Financial assistance with relocation expenses.
• On-site physical, mental, and financial health and wellness classes.
• Close informal relationships with major colleges and universities in the Charlotte area.

Qualifications

• Bachelor's degree preferred.
• 35 years of administrative experience, preferably in an educational setting.
• High proficiency with Microsoft Office platform, Excel, Scoir, Veracross, Blackbaud or other SIS preferred.
• Exceptional organizational skills with meticulous attention to detail and ability to manage multiple, high-priority, deadline-driven tasks simultaneously.
• Exceptional interpersonal and written communication skills for interacting with school administration, faculty, parents, students and college admissions reps.
• Ability to manage confidential information.

Application Process

Interested applicants should submit a cover letter, current resume, list of references with telephone numbers, via the Employment Portal at . Review of materials and initial interviews will begin as applications are received. References will only be contacted for applicants that advance in the process.

This position will be open until filled.

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at CCDS will be based on merit, qualifications, and abilities. CCDS does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.

Charlotte Country Day School