Cambridge, Massachusetts
San Luis Obispo, California
Posted: 27-Mar-25
Location: Charleston, South Carolina
Type: Full Time
Categories:
Reports to: Upper School Division Director
Role Duration: Faculty 11 months, full-time, beginning May 2025
Position Summary
The Upper School Administrative & College Counseling Assistant fosters a welcoming, organized environment for students, families, and staff. This role manages communication, scheduling, and event planning. It supports the Director of College Counselor, the Upper School Director, and the Upper School Deans during major testing sessions and with the events and documentation surrounding graduation. The assistant supports faculty with clerical tasks, greets visitors, coordinates family-school communication, and maintains office efficiency. Additionally, they assist the College Counselor with applications and tracking vital application documents. Along with experience in an educational setting, strong organization, communication, and collaboration skills are essential.
Communication and building presence
- Foster a warm, organized, and inclusive environment for students, families, and staff.
- Greet students, parents, and visitors warmly and professionally.
- Communicate important information to parents and guardians as needed.
- Facilitate communication between Smith Street Reception, the Health Center, and Upper School students.
Administrative Support
- Provide clerical assistance to faculty and staff.
- Manage phone calls, emails, and correspondence efficiently.
- Schedule and coordinate meetings, events, and appointments.
- Serve as backup support for teachers in finding substitute teachers when needed.
- Support Deans as needed in documenting, collecting, and communicating attendance data, including late arrivals, early dismissals, and absences.
- Assist in preparing reports and documentation for administrative use.
- Provides support to the Deans and the Director of Student Life with grade level events.
- Develop knowledge of the Learning Commons and support the Upper School Director with monthly release of student reports.
College Counseling Support
- Support College Counselor with college applications.
- Meet with college representatives during visits as needed.
- Review transcripts and calculate GPA as needed.
- Manage the use of SCOIR and inputting student data.
Testing Support
- Support the Deans and Division Director in planning for yearly examinations, including doing the rooming assignments.
- Support College Counselor in interfacing with College Board & the ACT for standardized testing.
- Plan the organization and administration of standardized testing, including PSAT, Pre-ACT, and AP testing.
Office Management
- Maintain an organized and efficient office environment.
- Manage office supplies and inventory, placing orders as necessary.
- Ensure faculty and student compliance with relevant school policies and procedures
- Manage the school credit card and reconcile divisional expenses and receipts using our school billing system.
- Supports the Deans and the Director of Student life with tracking financial data surrounding events like bake sales and school dances.
Event Coordination
- Assist in planning and organizing Upper School events and activities.
- Attend evening events as necessary.
- Prepare materials and coordinate logistics for meetings and events.
Professional Development
- Participate in training and stay current on best practices in educational administration.
Qualifications
- High school diploma or equivalent; associate’s or bachelor’s degree preferred.
- Prior experience in an administrative role, preferably in an educational setting.
- Proficiency in Microsoft Office Suite, Google Workspace products required.
- Knowledge of Blackbaud’s Learning Commons and SCOIR is not required but is preferred.
- Strong organizational, multitasking, and communication skills.
- Ability to maintain confidentiality and handle sensitive information.
Personal Attributes
- Friendly, approachable, and professional demeanor.
- Strong commitment to fostering a positive school culture.
- Collaborative and team-oriented mindset.
Work Environment
- Fast-paced, dynamic school setting focused on student growth and achievement.
Interested candidates can send their cover letter, resume, and list of references to Lynsey Barrows, Director of Human Resources, at barrowsl@ashleyhall.org.
Since its founding in 1909, Ashley Hall has empowered young women to think critically, act ethically, and embrace their world with confidence. The School serves girls kindergarten through grade 12 (and is co-ed in its Early School, ages 2 to 5 years). Ashley Hall provides a dynamic education grounded in a Reggio approach in its early School, an International Baccalaureate Primary Years Programme in its Lower School, with a strategic plan towards an international Baccalaureate Middle Years Programme in its Middle School.
Ashley Hall is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, pregnancy, gender identity, sexual orientation, national origin, age, disability or genetic information.