Administrative Assistant-College Counseling Office

The Administrative Assistant provides administrative support to the College Counseling Office. This is a full-time position that reports to the Director of College Counseling.

Key Responsibilities

• Organizing and overseeing data that is exchanged between The Shipley School and colleges/universities for students (85 -100 per year) applying to college.
• Reviewing transcripts for accuracy
• Organizing the data bundle for each senior, including profile, transcript, GPA distribution, and recommendation letters
• Submitting all forms (thousands per year) to colleges via Naviance
• Formatting and submitting mid-term and mid-year grade reports for all applicants to all colleges
• Submitting year-end transcripts for all graduates
• Tracks student application and outcome data
• Updates and creates college counseling communications
• Greets visitors to the college counseling office - Fields calls to the College Counseling Office
• Schedules over 100 college visitors per year
• Schedule student and family appointments
• Sends e-mail and paper mailings to Shipley families throughout the year
• Responds to student and parent questions every day

General Responsibilities

• Reviews every college recommendation and proofs for errors
• Reviews all written communication and proofs for errors
• Manages calendar for college counseling staff
• Organizes college counseling events including the Philadelphia Area Independent Schools College Fair
• Organizes and oversees monthly workflow chart

Qualifications and Expectations

• Impeccable attention to detail and comfort with tedious tasks
• Must be able to work with students, parents, and colleagues
• Ability to manage a myriad of tasks simultaneously and with interruptions
• Detail oriented, highly organized, deadline-driven, technologically savvy
• Ability to understand and effectively utilize electronic data delivery system
• Ability to deal with confidential information and circumstances
• Previous experience in a college admission or college counseling office preferred

Shipley and Its Commitment to Equity

The Shipley School, founded in 1894, is a co-educational, college preparatory, independent day school currently enrolling approximately 800 students in grades Pre-K through 12. Located in the western suburbs of Philadelphia, the school is committed to educational excellence and dedicated to developing in each student a love of learning and compassionate participation in the world.

The Shipley School is committed to equal employment opportunities for all individuals. The school will make all employment decisions for employees and applicants without unlawful discrimination as to race, color, religion, sex, sexual orientation, national origin, citizenship, disability, pregnancy, age, marital status, military or veteran status, gender identity and expression, creed, genetic predisposition, victim of domestic violence or any other basis protected by law.

Additional Opportunities

In addition to this position, Shipley seeks talented new colleagues across a host of full- and part-time positions ranging from teaching, to coaching, to staff support. Go to shipleyschool.org/about/employment to learn more.