What are the responsibilities and job description for the Administrative Assistant- Counseling Department position at Mountain Views Supervisory Union (School District)?
Woodstock Union Middle/High School is seeking a highly organized and detail-oriented individual to join our team as a Counseling Office Administrative Assistant. This role is integral in supporting the counseling office and students by coordinating college applications, maintaining student records, scheduling appointments, and assisting with scholarships and transcript requests. The ideal candidate will be a proactive problem solver with excellent communication and organizational skills.
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.
If you are passionate about supporting students and creating an organized and welcoming counseling office environment, we encourage you to apply for this rewarding position at WUHSMS.
