Administrative Assistant, College Counseling (Full-Time)

The Awty International School•Houston, TX

4d•Onsite

About The Position

The College Counseling Administrative Assistant requires an organized, detail-oriented, and proactive colleague to provide comprehensive administrative support to the Upper School College Counseling Department, responsible to the Director of College Counseling. The Administrative Assistant plays a vital role in ensuring the smooth and efficient operation of the office, acting as a key point of contact for students, parents, faculty, and external stakeholders. This position requires exceptional technology skills, communication skills, discretion, and the ability to manage multiple tasks in a fast-paced environment.

Requirements

High School Degree (or its foreign equivalent)
Strong communication skills in English (verbal and written)
Possess a high level of digital literacy and ability to manage diverse technological tools, devices and applications, including a student information system and Google Suites.
2 years of experience in a role which required managing timelines, details, communication and the ability to multitask.
Demonstrated the ability to work effectively both independently and as part of a team.

Nice To Haves

Associate’s or Bachelor’s Degree
3 years working in a multicultural school setting
Formal training or experience in best practices for office management
Bilingual (or highly proficient) in French/Spanish
Exercises flexibility, initiative, and good judgment when interacting with students and colleagues
Possess excellent communication, interpersonal, and organizational skills
Have the ability to prioritize tasks, manage time effectively, and work independently
Demonstrate the ability to maintain confidentiality and exercise discretion
Able to manage high pressure situations.
Familiar with AI possibilities

Responsibilities

Maintains accurate and up to date records in the college and career platform.
Enters monthly SAT and ACT scores into the College and Career platform.
Updates University Rep information and checks for the most recent contact information; indicates date of the updated contact information with month, date and year.
Updates the Rep visit section on the College and Career platform, if schedule or holidays should be changed or added.
Assign University reps with a rotation between College Counselors.
Indicating on a calendar invite the name of the University, College Counselor name, location of the visit assigned by the Admin. Asst.
Enters the Universities from Students Document Request Forms with accurate information into the students applying list on the College and Career platform.
Ensure that all parent emails are correct and student information is correct in the College and Career Platform.
Run reports in the College and Career platform as requested by the Director of College Counseling.
Familiarity with the Google Suites platforms.
Inform the Awty Community of the upcoming week’s visiting University representatives.
Takes notes during weekly College Counseling meetings.
Recognizing confidentiality is a requirement of our office. We want to promote an atmosphere of respecting personal privacy.
Professional and warm communication both written and oral.
Organizes long range events and programming with the Director of College Counseling.
Double checks work in detail.
Compile reports based on statistics to present in user-friendly format.
Completes travel arrangements as requested by College Counselors or in the logistical planning for College Counselor events with out of town representatives.
Assists with College Counseling purchasing and reimbursements.
Mail drop off (as needed).
Responsible for ordering, planning and implementing standardized test materials in a timely fashion.
Set up the logistical arrangements, booking of venue(s), I.T. requirements, prep material as indicated in the testing manual.
Following the instructions of the standardized procedure.
Arrangements including parent/student/teacher communication.
Some of this will need to be sent by counselors, but standardized processes to be followed.
International Baccalaureate Diploma April/May Exam support with the IB Coordinator.