Administrative Assistant, College CounselingBACK TO SEARCH
Job Type:
Full Time
Apply To:
GFS Resumes
Upper School
Grade Levels:
Job Description:

The Administrative Assistant to the College Counseling Office supports the Director and Associate Counselors through all aspects of the college process, including:

  • Assist in administrative tasks related to college admissions and counseling
  • Plan, schedule, coordinate, promote, and attend college counseling events (e.g. college fairs, enrichment fairs, college rep visits). Occasional nights and weekends to assist with college counseling events.
  • Coordinate schedule with college visitors and welcome them on campus.
  • Support counselors in preparing lessons for classes throughout the year
  • Communicate with counselors, department heads, grade advisors, teachers and administrators and other faculty and staff
  • Reserve space and coordinating catering for events.
  • Submit reimbursements and process receipts
  • Communicate with families about school and community events, college visits, and enrichment programs
  • Keep accurate and meticulous student accounts using Naviance software
  • Prepare and send reports and documents to appropriate institutions using Naviance software
  • Maintain college counseling calendars; schedule student, parent, and administrative appointments
  • Collaborate with marketing & communications to update calendars, resources, links and details on our college counseling website
  • Monitor, stock, and display college suite with necessary supplies and information
  • Write a variety of documents (including forms, newsletters and other pieces for varied audiences), given oral or written instructions.

    Transcript Registrar:

  • Prepare upper school transcripts for high school students, transfers and alumni
  • Review students’ records relevant to college admissions process (e.g. transcripts, new students, transfer students, alumni)
  • Prepare and verify current and final transcripts for transmission to various institutions, including colleges and the NCAA

    Standardized Tests Coordination:

  • Oversee the coordination and administration (including administration for students with accommodations) of standardized tests related to college admissions (eg. ACT, SAT, PSAT, AP).
  • ‚óŹCoordinate and organize test preparation programs
  • Assist Services for Students with Disabilities Coordinator in providing accurate documentation and accommodations for standardized testing and in proctoring exams
  • Coordinate proctors, and logistics for testing days
  • Work occasional weeknights and weekends as part of logistics of standardized tests coordination


Applicant Requirements:
  • Knowledge of educational and college counseling software/programs a plus (e.g. Naviance, College Board, ACT)

  • Advanced knowledge of Microsoft Suite (Word, Excel, in particular and Google Suite) required
  • Requires excellent organizational, communication, and interpersonal skills
  • Experience in Senior Systems database is a plus

Additional requirements:

  • Must be a people person - able to deal with kids effectively, with good humor and patience, as well as parents, faculty, staff, and administrators.

Germantown Friends School is an equal opportunity employer committed to diversity in its student body, faculty and staff. The school does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status or any other legally protected class status.  People demonstrating a commitment to diversity and multiculturalism in education are encouraged to apply.

Interested applicants should send a cover letter, resume and three references


Job Posting Expiration Date: 02/15/2019
Non-discriminatory Statement:
Position Level:
Upper School
School Name:  Germantown Friends School
Street Address: 31 West Coulter Street
City: Philadelphia
State: PA
Zip Code: 19144
Phone: 215-951-2300
Head Of School: Dana Weeks
Founding Date:
Day / Boarding: Day Only
Age / Grade Levels: PreK-12
Enrollment Size:
Social Media Sites:
Admissions Contact: Laura Sharpless Myran
Admissions Email:

08/27/2018 31 West Coulter Street
Philadelphia, PA 19144

31 West Coulter Street
Philadelphia, PA 19144 School

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