Counseling Center Secretary

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Counseling Center Secretary

Unionville High School

7 hours per day, 185 days per year

10-month position, Benefits eligible

Salary $17.10 - $17.50 per hour

POSITION SUMMARY : Provide primary support to School Counselors. Assist students of Unionville High School in the area of college applications, scholarships, and financial aid. Assist Social Workers and School Psychologists in a secondary capacity.

QUALIFICATIONS: To successfully perform this position, a person must be able to perform each primary duty satisfactorily. The qualifications listed below represent minimum levels of educational achievement, training, skill, and/or ability necessary.

• High School Diploma or equivalent with training in business/secretarial field; Associate's or Bachelor's degree preferred

• Power School experience helpful

• Advanced Skills with Word, Excel, e-mail, and Google cloud-based technology

• Excellent time management skills; ability to prioritize work and deliver organized projects on time

• Reliability to handle confidential and sensitive information with high level of discretion

• Superior organizational skills; ability to handle frequent interruptions

• Excellent written and verbal communication skills are required, including telephone skills

• Knowledge of office procedures & ability to use equipment

• Excellent time management skills; ability to prioritize work and deliver organized projects on time

• Positive attitude, flexibility, tactfulness

• Ability to work independently and as part of a team

• Ability to assess a situation and problem-solve in a calm, confident manner. Maintain a safe and secure environment.

• Must successfully complete and maintain compliance with all federal and state background and criminal record check requirements

• Candidate must adhere to all local, state, federal, and school code requirements for employment.

ESSENTIAL DUTIES : Employee must have the ability to perform the following essential functions on a timely basis with or without reasonable accommodations. To successfully perform this position, a person must be able to perform each essential duty satisfactorily.

• Calendars (make appointments, distribute passes, and schedule all conferences for all grades), use Calendly.

• College applications (process, keep Naviance updated with transcripts mailed and college decisions).

• Maintain and file permanent records (including, but not limited to, standardized test scores).

• Complete paperwork for registrations and withdrawals including updating Naviance and PowerSchool.

• Greet all students and make sure students sign in and out of Counseling Center on Chromebook.

• Respond to emails and phone calls in a timely manner, take messages, keep phone log.

• Call down students for counselors, social workers, school psychologist, and IST coordinator.

• Schedule counseling center conference room for meetings as well as some facility reservations as needed.

• Provide secretarial support for counselor presentations and events.

• Provide and track all transcript requests from current students and graduates.

• Filing is critical as student records must be completely accurate.

Detailed Duties :

• Coordinate fall visits from college representatives, primarily with RepVisit (Naviance). Arrange meeting areas. Track students who sign up and record attendance. Maintain college representatives list.

• Scholarships- Manage scholarship sponsor contacts, maintain a database of scholarships, prepare applications for students, advertise scholarship opportunities, and prepare for Senior Awards Night.

• Financial Aid- meet with students and parents for one-on-one counseling to help financially challenged students find funding for college. Attend PHEAA Financial Aid Workshop at CCIU in the fall, research trends in financial aid, and participate in online financial aid webinars throughout the year.

• Schedule and prepare for the annual PHEAA Financial Aid Night and host the evening for parents.

• Provide support to the Main Office for the school's Senior Awards Night. Coordinate Counseling Center scholarships to identify recipients and manage sponsor presenters; attend and facilitate the event.

• Maintain Leadership Programs information (HOBY, RYLA, PFEW, Mercy College of Business, CCYL, etc.)

• Publicize department information for students and parents via Daily Bulletin, Studio 750, and Naviance email.

• Prepare and maintain the annual Required Senior Survey for post-graduate report to the PA Department of Education. Information is also used to update the Naviance database and to choose in-house scholarship recipients.

• Provide end-of-year reports to the Department Chair to be used for the next year's School Profile.

• Assist in registering new students and ensuring student records are obtained and complete, including state Assessments. Communicate with District Registrar, Noelle Nocera. Set up testing, make sure technology logins are set up in PowerSchool, Naviance, Canvas, etc. for students and parents, make counselor appointments to schedule courses for new students, etc.

• Assist Testing - AP, PSAT, etc. Prepare signage as needed. Gather empty boxes, pencils, and necessary supplies. Reserve testing space. Cover counselors for breaks during AP testing.

• Assist in the processing of TCHS applications as well as setting up transportation and shadow opportunities for Students interested in TCHS.

• Schedule shadow days and tours for interested students and parents. Review emergency forms and contact information for completion.

• Order supplies for the office, update all bulletin boards and notebooks, maintain student forms, monitor and prepare conference/testing rooms with necessary supplies, chairs, etc.

• Order and maintain SAT/ACT testing materials.

• Withdraw students - provide forms, record in PowerSchool, gather books/Chromebooks, send records, etc.

• Monitor the UHS website and inform staff if any changes are necessary.

• Other duties as assigned.

This position description does not express or imply that these are the only duties to be performed by the incumbent(s) in this position. Employee(s) will be required to complete other job-related duties requested by the supervisor.