Administrative Assistant to College Counseling

Job DetailsJob Location: McDonogh School - Owings Mills, MD 21117Salary Range: $30,000.00 - $40,000.00 Salary/yearMcDonogh School seeks a highly organized and detail-oriented Administrative Assistant to support the College Counseling Office. This position plays a vital role in helping students and families navigate the college application process while maintaining efficient operations within a busy counseling environment. The ideal candidate will be a proactive problem-solver with excellent communication skills and a commitment to supporting student success. This is a part-time, 10-month position (30 hours per week), with a few weeks of work in the summer (summer work will be paid by separate stipend). Compensation for the 10-month role will be offered in the range of $30,000- $40,000. Individual offers will be specific, and based on education, experience, and benchmarking parameters.   Essential Functions Student and Family Support Serve as the first point of contact for students, families, and college representatives visiting or contacting the college counseling office Manage scheduling for individual student meetings, information sessions, and college representative visits Coordinate logistics for college fairs, representative visits, and family programming events Maintain accurate student files and records in compliance with privacy regulations Responsible for coordinating all transcript requests, recommendation letter processing, and application document management for current students and alumni Administrative Operations Provide comprehensive administrative support to the Director of College Counseling and college counseling team Maintain the college counseling calendar and coordinate room reservations for meetings and events throughout the year Process incoming and outgoing correspondence, including email, phone calls, and mail Order and maintain office supplies and counseling resources Update and maintain the college counseling section of the school website and student/family portals Data Management and Reporting Input and maintain student data in Scoir or a similar college counseling platform Generate reports on college application outcomes, testing data, and other metrics as requested Assist with survey distribution and data compilation for annual reporting Maintain databases of college contacts and admission representatives Event Coordination Help plan and execute college counseling events, including evening programs, college fairs, information nights, and senior celebrations Coordinate catering, room setup, technology needs, and materials for events Communicate event details to students, families, faculty, and external visitors Stipended Summer Work Send final transcripts Process current and Alumni transcript requests Complete education verifications SCOIR Updates: updte AP scores, upload rising juniors, add new students and parents, assign new juniors and seniors a college counselor and add them to DASH Set up SCOIR college representative visits in mid-July As college representatives schedule visits, add the visit to the School Calendar, reserve space, and assign a counselor to each visit Manage the office budget and process charges QualificationsHigh school diploma or equivalent; associate's or bachelor's degree preferred. Additional Experience Experience with Naviance, Scoir, or similar college counseling platforms, preferred Familiarity with the college admission process Knowledge of database management and basic graphic design skills Minimum 2-3 years of administrative experience, preferably in an educational setting Previous experience working with high school students and families Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and Google Workspace Additional Requirements Ability to handle confidential information with discretion and professionalism Excellent written and verbal communication skills Exceptional organizational skills with strong attention to detail Flexibility and ability to manage multiple priorities in a fast-paced environment Strong interpersonal skills and ability to work collaboratively with diverse constituencies