College Counseling Administrative Assistant

Agnes Irwin School; Bryn Mawr (PA); On-site; USD 42,000 - 54,000; Full time

Job summary

An independent all-girls school in Bryn Mawr seeks an administrative support staff for the College Counseling Department. The ideal candidate will have a high school diploma and at least five years of relevant experience, preferably with a Bachelor's degree. Responsibilities include document preparation, office coordination, and maintaining the college guidance center. Strong organizational, writing, and editing skills are essential, along with proficiency in Microsoft Office Suite. This role involves working in a fast-paced environment while supporting a mission to empower young women.

Qualifications

• Minimum of five years’ experience in a similar position or equivalent.
• Ability to handle multiple tasks in a busy, time-sensitive environment.
• Superb organizational skills with strong grammar and writing proficiency.
• Ability to use basic office equipment required.
• Superb organizational skills; strong grammar, editing, and writing skills required.
• Ability to handle multiple tasks in a very busy, detail-oriented, time‑sensitive environment, dealing with a wide variety of challenges and interruptions, deadlines and a diverse array of contacts, often with minimal supervision.

Responsibilities

• Perform administrative and clerical assignments with minimal direction.
• Create and edit documents supporting College Counseling operations.
• Coordinate office calendars, schedule meetings, and maintain filing systems.
• Answer incoming calls, resolve issues, and forward as necessary.
• Maintain the college guidance center and ensure timely documentation submissions.
• Maintain an adequate supply of materials for the office.
• Coordinate production of accurate student records and keep relevant transfer data.
• Assist in managing the timely completion of counselor and faculty recommendations, and school reports for college applicants.
• Manage college visitor schedule in the fall, greeting and interacting with college representatives during on-campus visits.
• Assist in maintaining an informative and up-to-date college guidance center on campus.
• Maintain communication with various colleges and universities.
• Ensure submission of AIS documentation to colleges, in a timely and accurate manner.
• Manage and maintain NCAA course approval process with the Registrar.
• Assist in all aspects of AP exam administration, especially summer coverage.
• Coordinate Wellness classes, Senior Assemblies and the College 101 Transition Series.
• Other duties as assigned.

Skills

Organizational skills

Writing skills

Editing skills

Microsoft Office Suite proficiency

Naviance experience

Education

High school diploma or GED

Bachelor's degree

Tools

Adobe Acrobat

Adobe Acrobat

Naviance

Job description

Job Details

Job Location: Headquarters - Bryn Mawr, PA 19010

Provides administrative support to the College Counseling Department and secondary support to the Upper School. The Agnes Irwin School, an all-girls' Pre‑K through 12th‑grade independent school in the Philadelphia suburbs, is committed to fostering the intellectual and personal growth of girls and young women. Providing its students with a rigorous academic education, AIS is dedicated to developing each student's highest potential in intellect, character, and physical well-being.

Ideal Candidate

Embraces the Agnes Irwin School’s mission to empower each girl to learn, lead, and live a legacy, and is committed to the ethos of girls’ education.

Will immerse themselves in the life of the school and share their talents as a coach, advisor, chaperone, or club leader.

Commits to continued development of cultural competency and necessary skills to engage with and learn from people with diverse backgrounds and experiences.

Demonstrates a dedication to continuous growth and development in areas of diversity, equity, inclusion, and belonging and commits to our DEIB Philosophy at Agnes Irwin.

Is willing to engage across difference with empathy and understanding.

Regards collaboration as an essential component of professional growth and values working on a team.

Essential Functions

Perform administrative and clerical assignments with minimal direction.

Create, edit and proof documents which support all facets of the College Counseling department’s operation including letters of recommendation.

Coordinate office and counselors’ calendars; schedule meetings, meeting rooms, and required facilities/equipment/services; proactively maintain and troubleshoot as needed.

Create/maintain filing systems and files for the College Counseling department. Maintain electronic calendars, contact lists and other electronic files and databases.

Answer incoming telephone calls: answering questions, resolving issues, taking messages, forwarding calls to the appropriate party.

Maintain an adequate supply of materials for the office.

Coordinate production of accurate student records and keep relevant transfer data.

Assist in managing the timely completion of counselor and faculty recommendations, and school reports for college applicants.

Manage college visitor schedule in the fall, greeting and interacting with college representatives during on-campus visits.

Assist in maintaining an informative and up-to-date college guidance center on campus.

Maintain communication with various colleges and universities.

Ensure submission of AIS documentation to colleges, in a timely and accurate manner.

Manage and maintain NCAA course approval process with the Registrar.

Assist in all aspects of AP exam administration, especially summer coverage.

Coordinate Wellness classes, Senior Assemblies and the College 101 Transition Series.

Other duties as assigned.

Qualifications

High school diploma or GED and minimum of five years’ experience in a similar position or equivalent combination of education and experience required.

Bachelor’s degree preferred.

Computer proficiency in Microsoft Office Suite, Adobe Acrobat, and Internet searches required; previous experience with Naviance highly desirable.

Ability to use basic office equipment required.

Superb organizational skills; strong grammar, editing, and writing skills required.

Ability to handle multiple tasks in a very busy, detail-oriented, time‑sensitive environment, dealing with a wide variety of challenges and interruptions, deadlines and a diverse array of contacts, often with minimal supervision.

Physical Requirements and Work Environment: May work at a desk and computer for extended periods of time. Must be able to occasionally lift up to 30 lbs. The physical requirements and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.