ADMINISTRATIVE ASSISTANT FOR COLLEGE COUNSELING

OUR MISSION

Gilman is a diverse community dedicated to educating boys in mind, body, and spirit through particular emphasis upon academic excellence, athletic participation, and aesthetic appreciation. Gilman seeks to produce men of character and integrity who have the skills and ability to make a positive contribution to the communities in which they live and work. 

OUR COMMITMENT

Educating the Whole Boy

For more than a century, Gilman’s mission has remained exceedingly focused: to unlock the greatness within each boy by educating the entire boy — mind, body, and spirit. To accomplish that goal, we provide space and opportunity for crucial learning and self-expression to take place. We believe that boys experience transformative learning when they connect disciplines, people, and ideas in ways that deepen their sense of self and serve the needs of others.

Our rich and comprehensive program, our immeasurably talented and interesting faculty and students, and our belief in the character traits embodied by the Gilman Five — Honor, Integrity, Respect, Humility, and Excellence — combine to form the foundation of an educational environment dedicated to helping boys grow into men of character.

Community, Inclusion, and Equity

Gilman’s commitment to community, inclusion, and equity is founded on the belief that our community is strengthened by the vibrant exchange that occurs when individuals with different backgrounds and heritages share their perspectives with one another. Through the recognition and acceptance of our many differences, we learn to appreciate and respect the complexity of the world in which we live and develop essential skills that help us forge productive relationships with those around us.

 We are proud of our history as a school that has, for several generations, taken the lead on matters of diversity, inclusion, and equity. Gilman students and faculty come from many different backgrounds: 41% of students and 22% of faculty identify as people of color. We continue to build on that legacy through our steadfast commitment to inclusion and equity initiatives on local, state, and national levels.

OUR SCHOOL

Gilman School is a pre-kindergarten through twelfth-grade private independent day school for boys. Set on a 57-acre campus in the northern part of Baltimore City, Gilman serves roughly 1,000 students in three divisions. The School has a full-time faculty of nearly 140, and the average class size is 16 students.

WHAT YOU WILL DO: 

The College Counseling Assistant will work closely with the Director of College Counseling and the school Counselors to support Gilman’s students in preparation for College. This is a 12-month position and requires a high level of organization, professionalism, and ability to maintain confidence in a demanding, energetic, and spirited office environment

• Schedule College and University visits;

• Set up staff meetings for College Counseling;

• Maintain and update all records for juniors and seniors in Naviance such as test scores, transcripts, photos, awards, etc.;

• Submit initial transcripts and all other supporting documents to colleges as requested 

• Coordinate with receptionist and security to reserve parking space for college representatives;

• Maintain records of college decisions and visit confirmation letters;

• Update College Counseling bulletin boards for upcoming visits;

• Attend and coordinate Junior Class College Night;

• Coordinate the administration of PSAT exams;

• Coordinate the administration of AP exams;

• Assist with preparation for Capital Educators prep testing program;

• Submit first quarter grades to colleges/universities for those students identified by the Director of College Counseling who have ED/EA application status;

• Submit mid-year transcripts for all seniors to all colleges/universities applied/accepted;

• Record scholarships and awards on student transcripts;

• Perform administrative duties such as ordering supplies, completing check requests, and submitting work orders through MPulse;

• Verification of attendance at Gilman, transcript requests, and requests from impromptu official visitors for alumni or current students;

• Schedule meetings that will be held in the Centennial Hall room;

• Submit final transcripts to respective colleges and universities via Naviance or US mail;

• Confirm that student-athletes are registered for NCAA Eligibility Clearinghouse;

• Submit registration information for Naviance to upcoming Juniors;

• Coordinate Senior/Parent Breakfast;

• Coordinate college representative meetings;

• Mail copies of transcripts to graduates and rising seniors; and

• Perform other duties as assigned

WHAT YOU WILL NEED TO SUCCEED: 

• Excellent interpersonal skills;

• Strong written and verbal communication skills;

• Effective planning, coordinating, and organizational skills;

• Detail-oriented;

• Naviance and Veracross experience is preferred, but not required;

• Experience with Microsoft Office and Google Docs; and

• Ability to maintain confidentiality while handling sensitive information.

ADDITIONAL DETAILS

• POSITION TITLE: Administrative Assistant for College Counseling 

• STATUS/FLSA: Full Time

• HOURS OF WORK: 7:30 a.m. - 4:00 p.m.

EOE

Gilman School is an equal opportunity employer and educator who fully and actively supports equal access for all qualified applicants, regardless of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability status, Genetic Information or Testing, Family and Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint, or otherwise oppose discrimination.