College Counseling Administrative Assistant & Testing Coordinator

This individual will act as the college counseling coordinator, the director of testing, and AP coordinator, in addition to serving as the assistant to the director of college counseling and the college counseling team.  

The schedule for this position may include working 5-8 Saturdays per year.  You will have eight weeks of unpaid time off during the summer break and most of the winter break and spring break. Since this position primarily works when school is in session, you will not receive vacation, personal, or holiday time, but will be eligible for sick time in accordance with the NYS Sick Law.
 
PRIMARY RESPONSIBILITIES
 
College Counseling Coordinator

• Provide support to the college counselors
• Coordinate transcripts and records with the registrar
• Provide reception services for the department by greeting and directing students, parents, college admissions representatives, and faculty
• Schedule all college admission representative visits. Greet and host representatives upon arrival.
• Assist with special events planning, including the Vth Form Parent/Student Program
• Assist in scheduling appointments for college counselors
• Provide clerical support related to preparing transcripts and letters of recommendation
• Manage the school Scoir account
• Oversee the timely gathering and submission of Secondary School Report, counselor letter, teacher letters, and supporting documentation for each VIth form student for every college
• Proofread letters and other documents as needed
• Work with students and parents to set up and utilize Scoir
• Revise and update the college counseling handbook, website, and school profile each year. Ensure all dates related to the college counseling program are on the school calendar.
• Coordinate newsletter, emails, and other mailings with the director of college counseling
• Attend department meetings and assist in keeping minutes of those meetings
• Compile all statistical reports related to college admissions
• Manage incoming calls in the College Office.
• Gather and circulate information to students and parents on summer and gap year programs and opportunities
• Arrange opportunities for representatives of Summer Programs and Gap Year Programs to visit Millbrook via lunch visit, fair, virtual visit, etc.
• Correspond with students and their families about potential summer and gap-year programs.  Provide transcripts and other required documents to these programs.
• Work with college counselors to support students' personal and academic development related to summer and gap year opportunities. 

Director of Testing and AP Coordinator

• Complete all training provided and suggested by the College Board and ACT for all tests administered at Millbrook School.
• Perform all Testing Coordinator duties related to administration of ACT, SAT, PSAT/NMSQT, Pre-ACT, AP Exams, and any other tests as defined by the College Board and ACT.  Submit all paperwork and reports related to these tests. Implement all policies and procedures surrounding testing.
• Offer at least two SAT tests, two ACT tests, the PSAT, and Pre-ACT, and all AP exams each year.  Work with the college counseling team to determine the appropriate number of tests.
• Work with the admissions team, academic deans, the registrar, and the director of the academic center to assist students in obtaining appropriate accommodations for standardized testing.  Gather and submit all paperwork.  Communicate with testing companies, students/families, and school personnel on all issues related to student accommodations.  
• Communicate and coordinate with academic deans and college counseling team to develop an appropriate test administration schedule.
• Communicate with all faculty and staff regarding student schedule changes resulting from testing.
• Maintain school level records and documents for all testing.
• Serve as liaison between partner test prep companies (at this time, Revolution Prep and High End Test Prep) and students/families/Millbrook faculty.
• Deliver correspondence to appropriate parties. 
• Find and assign proctors for all tests.  Train proctors and make sure they are set up to be compensated.  
• Assure that appropriate testing environments are available and maintained.  
• Assist students and their families in registration for standardized testing.
• Assist teachers in submission of paperwork for AP audit; ensure this is done in a timely manner.
• Ensure all testing dates appear on the school calendar.
• Other responsibilities
• Work with outside vendors and agencies for system/ tech support and other departmental needs.
• Other duties, as assigned.

EDUCATION AND QUALIFICATION REQUIREMENTS  

• Bachelor’s degree in a related field strongly preferred.
• A minimum of one year of administrative experience is required.
• Previous experience in testing administration strongly preferred.
• Previous school experience is preferred.
• Must have the ability to work independently and as a team.
• Must have experience or an interest in working with high school students from a wide variety of backgrounds.
• Must be highly organized with strong interpersonal skills.
• Must have strong oral and written communication skills.
• Must have strong computer skills, including Microsoft Office and Google Drive.

The salary for this position is: $22.00 - $25.00 per hour. Placement in the salary range is based on experience, education, and all other factors permitted by law. Interested candidates should submit a resume, cover letter, and references to Shannon Vollmer at svollmer@millbrook.org.

SPECIFIC REQUIREMENTS/ ESSENTIAL FUNCTIONS

• Must be able to read, write, speak, and understand the English language.
• Must be able to make independent decisions when circumstances warrant.
• Must have patience, tact, and enthusiasm when dealing with personnel, students, and family members.
• Must be able to work harmoniously and effectively with others.
• Must be able to follow written and oral instructions.
• Must be proficient in the composition of written communication.

PHYSICAL & SENSORY REQUIREMENTS (with or without the aid of a mechanical device)

• Must be able to move intermittently throughout the workday.
• Must be able to cope with the mental and emotional stress of the position.
• Must possess sight and hearing, or use prosthetics that enable these senses to function adequately, so that the requirements of this position can be fully met.
• Must function independently.
• Must be flexible and willing to adapt to new technology, teaching methods and/or schedules.
• Must be able to lift, push, pull, and move equipment, supplies, etc., without restrictions.
• Ability to work in person, on campus.
• Must function independently.

WORKING CONDITIONS

• Typical office conditions.
• Works in College Counseling areas as well as throughout the campus.
• Sits, stands, bends, lifts and moves intermittently during working hours.
• Subjected to frequent interruptions.
• Is involved with students, family members, personnel, visitors, etc., under all conditions and circumstances.
• Bursts of heavy student traffic, congestion, and teenage exuberance throughout the day.