Administrative Assistant- Counseling Department

Counseling Office Administrative Assistant

We are seeking a highly organized and detail-oriented individual to support the counseling office and students at Woodstock Union Middle/High School. This role is integral in coordinating college applications, maintaining student records, scheduling appointments, and assisting with scholarships and transcript requests.

Essential Functions:

• Coordinate college applications and assist with the submission of final transcripts.
• Organize and schedule senior meetings in fall and winter.
• Update the school profile annually and administer the senior survey.
• Upload NCAA and SAT data and review transcripts for accuracy.
• Print final transcripts and provide senior graduate information to local news outlets.
• Provide students with materials for scholarships and coordinate local scholarship opportunities.
• Assist with planning and execution of Senior Awards Night.
• Schedule and facilitate outside visits from military representatives, counselors, and other visitors.
• Assist students throughout the year with schedule changes.
• Organize annual student check-ins with counselors (9th - 11th graders).
• Respond to alumni transcript requests and assist with maintaining student records.
• Generate and provide data and reports requested by administration.
• Serve as a backup substitute teacher coordinator.
• Create and manage the daily message on the lobby TV.
• Print and file grades at the close of the academic year.
• Manage summer office tasks, including handling files for incoming and outgoing students.
• Answer phones, schedule appointments, and provide administrative support to counselors, teachers, students, and parents.
• Perform other duties as assigned by the Principal.

Minimum Qualifications:

• High school diploma with 3-5 years of relevant clerical experience or an equivalent combination of education and experience.
• Strong administrative and organizational skills, with experience in records management and clerical support.
• Proficiency in Google Applications, Microsoft Office Suite (Word, Excel), data management systems, mail merge, and communication systems.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication skills, with the ability to draft reports and correspondence.
• Capable of multitasking in a fast-paced environment while maintaining accuracy and attention to detail.
• Ability to work collaboratively with students, faculty, parents, and outside organizations.
• Problem-solving skills with the ability to address a variety of challenges effectively.
• Commitment to diversity, sustainability, and exceptional customer service.

Preferred Skills:

• Experience working in an educational setting.
• Familiarity with student information systems and transcript management.
• Ability to independently prioritize tasks and meet deadlines.