Administrative Staff Assistant - College Counseling Office

REPORTS TO:  Administrative Manager             

SCHEDULE: Full-time, typical hours: Monday - Friday, from 8:00am - 4:30pm, and Saturdays when classes are in session, from 8:45am - 11:45am. Schedule may vary according to departmental and Academy needs. 

COMPENSATION RANGE:    $25.50-$28.00 per hour        

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

 Location

Non-Exempt (Hourly)

Regular

Full-Time

 Full year (52 weeks)

Staff

College Counseling

On-campus

Position Purpose

Assists and supports the needs of the college counseling office and entire staff.  This position will provide direct customer service for the college counseling office and perform all office-related functions.  Requiring professionalism, discretion, good judgement, and adherence to confidentiality by being organized, detailed oriented and proactive will be critical to the department.

Key Accountabilities

• Responsible for opening and closing the office for business, while maintaining the office schedule to the office manager for review before submission.
• Assume shared responsibility for physical front office coverage to greet students, parents, faculty, college representatives and other guests in person.
• Perform daily administrative duties including a great deal of computer work, answering the phone, scheduling appointments, direct inquires to others as needed, printing, filing, data entry, maintaining electronic files, hard copy files, photocopying, faxing, scanning, and distribution of mail.
• Manage and/or assist with the transcript request and fulfillment process for current students and alumni for a variety of reasons including verification of attendance or certificate of graduation requests.
• Maintain Outlook calendars for all college counselors, by scheduling student/counselor appointments, the counselor of the day, and other meetings as well.
• Responsible for managing the CCO email inbox daily by responding to emails or categorizing /forwarding to the appropriate party responsible.
• Help manage the Ring Central Phone System and the Que Management system and custom hours as necessary.  
• Provide administrative support to the Administrative Manager, Program and Operations Mgr. and College Counselors as needed daily.  This includes, but not limited to scheduling student appointments and meetings, prep work for all-class or counselor group meetings, college application data, tracking college application fee waivers, providing weekly pending college application deadline reports.
• Assist counselors with expense reporting in Oracle.
• Assist with all aspects of the college application process (electronic and manual).
• Assist and work closely with the counselor(s) responsible for scholarships, NCAA certification process and financial aid resources.
• Responsible for uploading PEA Transcripts to the NCAA website, as needed, and requested.
• Manage and assist the coordination and final submission of the electronic application process for: Presidential Scholars and College Board National Recognition Programs (National Merit Program).  In addition, aiding with the Cal Grant Certification and other scholarship and financial aid applications, as needed.
• Maintain records and management of files according to PEA Student Record Policy and ensure filing (electronic and/or hard copy) is current and up to date, while maintaining confidentiality practices at all times.
• Work collaboratively with other staff members to promote efficiency and to develop and maintain goodwill, respect, and cooperation, providing colleagues with assistance as necessary.
• Help and support during event programs such as Family Weekend and College Admissions Weekend.
• Assist with training any temporary support staff if needed.
• Responsible for ordering and maintaining office supplies, kitchen supplies, and annual resource books when inventory is low.
• Performs other duties as assigned.

Direct/Indirect Reports

None. 

Skills & Knowledge

• Proficient in MS Office products and Microsoft Outlook 365 calendar.
• Excellent communication (written and verbal) skills.
• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Ability to work independently and handle multiple priorities and deadlines simul