Administrative Assistant, College Counseling (Full-Time)

Awty International School; Houston (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

Awty International School is seeking an organized Administrative Assistant for the College Counseling department. The role supports the Director of College Counseling and acts as a primary contact for students, families, and staff. Strong technical skills with SIS and Google Suites are essential.

The position requires attention to detail, confidentiality, and the ability to manage multiple tasks in a fast-paced Upper School environment. Applications from bilingual candidates are welcome.

Qualifications

• High School Degree (or foreign equivalent).
• Strong communication skills in English (verbal and written).
• 2 years of experience managing timelines, details, communication and multitasking.
• Ability to work independently and as part of a team.

Responsibilities

• Provide administrative support to the Upper School College Counseling Department.
• Maintain accurate records in the college and career platform (SIS).
• Enter monthly SAT/ACT scores into the platform.
• Update university representative information and visit calendars.
• Coordinate travel arrangements and reimbursements for counselors and events.

Skills

Communication skills

Multitasking

Teamwork

Education

High School Diploma

Associate's or Bachelor's Degree (preferred)

Tools

Student Information System

Google Suites

Job description

Administrative Assistant, College Counseling (full-time)

At Awty, we believe that students learn best and faculty perform best in a culture of vibrant diversity. Diversity is an essential quality of our school environment; our commitment to learning and the pursuit of excellence can occur only in such a context. It helps us guide our students to become responsible world citizens. Our commitment to learning about and respecting one another’s diversity brings distinct richness to the Awty experience for students, alumni, employees, and parents.

POSITION OVERVIEW:

The College Counseling Administrative Assistant requires an organized, detail-oriented, and proactive colleague to provide comprehensive administrative support to the Upper School College Counseling Department, responsible to the Director of College Counseling. The Administrative Assistant plays a vital role in ensuring the smooth and efficient operation of the office, acting as a key point of contact for students, parents, faculty, and external stakeholders. This position requires exceptional technology skills, communication skills, discretion, and the ability to manage multiple tasks in a fast-paced environment.

REPORTS TO:

The Director of College Counseling

MINIMUM REQUIREMENTS

• High School Degree (or its foreign equivalent)
• Strong communication skills in English (verbal and written)
• Possess a high level of digital literacy and ability to manage diverse technological tools, devices and applications, including a student information system and Google Suites.
• 2 years of experience in a role which required managing timelines, details, communication and the ability to multitask.
• Demonstrated the ability to work effectively both independently and as part of a team.

PREFERRED QUALIFICATIONS

• Associate’s or Bachelor’s Degree
• 3 years working in a multicultural school setting
• Formal training or experience in best practices for office management
• Bilingual (or highly proficient) in French/Spanish
• Exercises flexibility, initiative, and good judgment when interacting with students and colleagues
• Possess excellent communication, interpersonal, and organizational skills
• Have the ability to prioritize tasks, manage time effectively, and work independently
• Demonstrate the ability to maintain confidentiality and exercise discretion
• Able to manage high pressure situations.
• Familiar with AI possibilities

Key Responsibilities: Essential job functions may include, but are not limited to:

Technology:

College and Career Portal and SIS Portal and Google Suites

• Maintains accurate and up to date records in the college and career platform.
• Enters monthly SAT and ACT scores into the College and Career platform.
• Updates University Rep information and checks for the most recent contact information; indicates date of the updated contact information with month, date and year.
• Updates the Rep visit section on the College and Career platform, if schedule or holidays should be changed or added.
• Assign University reps with a rotation between College Counselors. Indicating on a calendar invite the name of the University, College Counselor name, location of the visit assigned by the Admin. Asst.
• Enters the Universities from Students Document Request Forms with accurate information into the students applying list on the College and Career platform.
• Ensure that all parent emails are correct and student information is correct in the College and Career Platform.
• Run reports in the College and Career platform as requested by the Director of College Counseling.
• Familiarity with the Google Suites platforms.

Communication:

• Inform the Awty Community of the upcoming week’s visiting University representatives.
• Takes notes during weekly College Counseling meetings.
• Recognizing confidentiality is a requirement of our office. We want to promote an atmosphere of respecting personal privacy.
• Professional and warm communication both written and oral.

Office Tasks:

• Organizes long range events and programming with the Director of College Counseling
• Compile reports based on statistics to present in user-friendly format.
• Completes travel arrangements as requested by College Counselors or in the logistical planning for College Counselor events with out of town representatives.
• Assists with College Counseling purchasing and reimbursements.
• Mail drop off (as needed)
• Responsible for ordering, planning and implementing standardized test materials in a timely fashion.
• Set up the logistical arrangements, booking of venue(s), I.T. requirements, prep material as indicated in the testing manual. Following the instructions of the standardized procedure.
• Arrangements including parent/student/teacher communication. Some of this will need to be sent by counselors, but standardized processes to be followed.
• International Baccalaureate Diploma April/May Exam support with the IB Coordinator.

The Awty International School does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, national origin, ethnic or religious beliefs, disability, or any other basis protected by federal, state or local law in administration of its educational policies, admissions policies, scholarship and athletic and other school-administered programs or in its employment practices.