College Counseling Administrative Coordinator

Menlo School•Atherton, CA

18h•Onsite

About The Position

The College Counseling Office Administrative Coordinator is the operational backbone of a highly collaborative, fast-paced, and student-centered college counseling office. This individual provides hands-on administrative and operational support for the department while serving as a trusted resource to the Director of College Counseling and the counseling team. Working with hundreds of students and families each year, the Administrative Coordinator manages a wide range of responsibilities, including communications (internal and external), event planning, scheduling, data management, college representative relations, office operations, and project coordination, ensuring every aspect of the office runs smoothly, efficiently, and with exceptional attention to detail. As one of the ambassadors of the College Counseling Office, the Administrative Coordinator interacts daily with students, families, faculty, and college admissions representatives, helping to cultivate positive relationships while ensuring every interaction reflects Menlo School's professionalism, hospitality, and commitment to excellence. The Administrative Coordinator plays a key role in hosting visiting college admissions officers, coordinating communications with colleges, and representing the School with warmth, professionalism, and sound judgment. The ideal candidate enjoys working behind the scenes to help others succeed. They are organized, calm under pressure, collaborative, and take pride in creating systems, experiences, and relationships that allow students, families, counselors, and college representatives to feel supported.

Requirements

Minimum High School diploma.
Minimum of 2–3 years of administrative, executive assistant, or communications experience, ideally in a fast-paced environment.
High level of discretion, sound judgment, deep sense of professionalism, and a strong work ethic.
Exceptional writing and editing skills—able to communicate clearly, professionally, and with warmth.
Meticulous attention to detail and deadlines.
Highly organized with the ability to juggle multiple projects at once.
Comfortable learning new tools and systems; familiarity with Google Workspace required.

Nice To Haves

Bachelor’s degree preferred.
Experience in education or independent schools is a plus, but not required.

Responsibilities

Handle the day-to-day administrative functions of the College Counseling Office, including scheduling, calendar management, facilities and technology requests, and general workflow coordination
Proactively identify operational needs, anticipate upcoming priorities, and implement solutions to keep the office running efficiently with minimal direction.
Draft, proofread, and edit internal and external communications, including newsletters, event reminders, and website updates.
Execute the alumni college transfer request workflow from start to finish
Collaborate with the Registrar to manage the operational logistics of school-wide testing and examinations, including planning, communications, scheduling, materials, and execution.
Maintain departmental budget records in coordination with the business office.
Support the logistics of major counseling events (college visits, family programming, workshops, application deadlines, evening events, etc.)
Update web content and create print/digital materials that are clear, visually polished, and on-brand.
Help promote important events and deadlines through newsletters, digital signage, and creative outreach efforts.
Maintain accurate records and assist with data management across platforms such as SCOIR, Veracross, and Calgrant
Coordinate materials and communications (eNotes, SCOIR notifications, website management) to ensure students and families receive timely and accurate information
Prepare reports, presentations, and supporting materials for leadership updates and school communications.
Serve as a primary point of contact for colleges, students, and families both in person and virtually, responding to questions with clarity, warmth, and efficiency
Exercise sound judgment in directing questions and sensitive matters to the appropriate counselor or administrator while maintaining confidentiality.
Partner closely with counselors, the registrar, and faculty to support application-related processes, schoolwide calendar management, and internal documentation
Help troubleshoot issues and ensure a smooth experience for all stakeholders throughout the college process
Maintain positive working relationships with college admissions offices and assist with annual outreach, scheduling priorities, and visit planning.
Coordinate and host college representatives visiting campus, ensuring a welcoming and professional experience
Coordinate college visit schedules, room bookings, and communications with admissions offices
Serve as an ambassador for the school, reflecting the professionalism and values of the College Counseling Office
Maintain a well-organized, functional, and welcoming office space for students, families, and visitors
Ensure that shared spaces (including reception and kitchen areas) are clean, stocked, and ready for daily use and special events
Anticipate needs and take initiative to ensure the office environment reflects a high standard of care and professionalism
Handle logistics for a wide range of college counseling events (e.g., college visits, workshops, family nights, senior celebrations), including space reservations, A/V needs, catering, signage, and follow-up communication.
Collaborate closely with the Director of College Counseling and team members on office priorities and initiatives
Take on special projects and additional responsibilities as needed to support the evolving needs of the office
Demonstrate flexibility and a willingness to step in where needed in a dynamic, team-oriented environment