College Counseling Administrative Assistant & Upper School Registrar

Charlotte Country Day School • Charlotte, NC

15h • Onsite

About The Position

Charlotte Country Day School (Country Day) is one of the largest independent, co-educational schools in the Charlotte area and one of the 15 largest in the continental United States. Enrollment is very strong, and the school is thriving. Highly regarded for the rigor of its academic program and the breadth of its offerings in the arts, athletics, community service, and leadership, Country Day is noteworthy for a long tradition of positioning itself at the forefront of curricular innovation. A strong, forward-thinking institution, Country Day offers every child a chance to shine. The school is a diverse, inclusive community with strong academic and co-curricular programs designed for students to learn to think critically, act respectfully, and show sensitivity to the feelings and needs of others. The unique curriculum offered by Country Day prepares and strengthens students for participation in their local and global communities. With its focus on diversity, service, global study, and technology, Country Day has positioned itself as a school of the 21 st century. Country Day is committed to living as an authentic, inclusive community. Our pursuit of this commitment to community recognizes and affirms the richness brought by difference and discovered through commonality.

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.

Requirements

• Bachelor’s degree preferred.
• 3–5 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.

Responsibilities

• 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.
• 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.
• 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.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees