Administrative Assistant, College Counseling Office

Stevenson School is a PK-12 co-educational, college-preparatory, boarding and day school with enrollment of 770 students on two campuses in beautiful Central Coast California. The Upper Division campus (Grades 9-12) is located in Pebble Beach. The Lower/Middle Campus (Grades PK-8) is in nearby Carmel-by-the-Sea. Stevenson is a mission driven school that aims to help students shape joyful lives while instilling a passion for learning and achievement to prepare them for success in school and beyond. 

Stevenson School is seeking an Administrative Assistant College Counseling with immediate start. Reporting to the directors of college counseling, the administrative assistant (AA) is responsible for numerous specialized projects and processes, and the daily operation of the College Center. The AA provides direct administrative support to the college counseling team in all matters related to college advising, transcript processing, department programming, and standardized test administration.

Applicants should possess related administrative experience and an enthusiasm to support students and colleagues throughout all elements of the college application process. Preferred candidates will demonstrate knowledge of the college admissions process, standardized testing, student information systems and college admissions platforms. Prior experience with an international student population is highly desirable.

This is a non-exempt administrative staff position based on Stevenson’s Pebble Beach campus. Anticipated schedule may vary from 30-40 hours per week during the school year with reduced hours and flexible schedule during the month of July. Very occasional evening and/or weekend hours will be required.  

Responsibilities Include:

• Manage department calendar
• Coordinate hosting duties for visiting college representatives and other college-related organizations
• Process and maintain college application materials in SCOIR
• Coordinate mailed documents as needed
• Assist with department communication within the school community
• Assist with NCAA Eligibility, Cal Grant, I-20, Cum Laude Society, and ELC processes
• Coordinate with college tour operator for multiple college tours annually
• Maintain and update databases of college and outside scholarships, volunteer opportunities, summer programs, and pre-college programs
• Maintain, upload, and send out student transcripts as needed (transfer students, summer programs, etc.)
• Update GPAs and standardized test scores (PSAT, SAT, ACT, AP) in SCOIR 
• Maintain office supplies and carry out department errands to retrieve materials
• Provide logistical support for on-campus programs including classroom reservations, coordination of meeting spaces, and requests for audio-visual equipment, etc.
• Participate in regular staff meetings
• Support standardized testing including management of registration process and proctor assignments, ordering and distribution of exams and related materials, ensuring secure storage at all times, and processing of completed exams and invoices
• Help coordinate PSAT (October), SAT (fall and spring), and AP exams (May)
• Liaise with Director of Academic Support to help arrange school-based accommodations for standardized testing as needed
• Track and record test scores in SCOIR (PSAT, SAT, ACT, AP)
• Assist with proctor duties as needed (PSAT, SAT, and AP)
• Assist eligible students with SAT fee waivers
• Some evening or weekend events may be required
• Other duties as assigned

Required Qualifications:

• Bachelor’s degree or equivalent professional experience
• Three to five years experience in an administrative support role
• Proficiency with MS Word, Excel, PowerPoint, Google Suite applications, and Gmail as well as operational knowledge of web-related technologies
• SCOIR experience strongly preferred
• Excellent time management skills and attention to detail
• Highly developed organizational skills, commitment to meeting deadlines, and ability to handle multiple responsibilities simultaneously
• Strong interpersonal communication skills, excellent written and verbal communication skills, and an enthusiasm to engage with various constituencies
• The ability to manage projects efficiently and effectively to completion, individually or as part of a team
• Commitment to maintaining the highest standard of professionalism and confidentiality in working with a broad spectrum of constituents
• Willingness and ability to work some weekends and evenings, as needed

In keeping with Stevenson’s core values, we seek candidates who demonstrate a commitment to equity and inclusion. Candidates from underrepresented backgrounds are encouraged to apply.

The anticipated compensation range for this position is $25 - $35 per hour, commensurate with experience. In addition to competitive salary, Stevenson provides an excellent, comprehensive benefits package, including a menu of health insurance plans offered through Anthem, along with dental, vision, life,  long-term disability, and HSA/FSA options. The School also currently provides a monthly housing stipend to eligible employees and monthly fuel stipend for all non-housed employees. Lunch is provided at no cost to employees on a daily basis when school is in session. 

Stevenson is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, gender identity, national origin, age, disability, marital status, sexual orientation, or any other characteristic protected by law. 

Interested candidates are invited to use the link provided to submit a cover letter and resume to Susan Fahey Khanna, Director of Human Resources