College Counseling Administrative Assistant & Upper School Registrar

CHARLOTTE COUNTRY DAY SCHOOL

POSITION TITLE: College Counseling Administrative Assistant & Upper School Registrar

DEPARTMENT: Upper School

REPORTS TO: Head of Upper School

FLSA: Exempt

Term: 12 months, Full-time, Staff, Benefited

Mission Statement

Through excellence in education, Charlotte Country Day School develops the potential of each student by fostering intellectual curiosity, principled character, ethical leadership, and a responsibility to serve.

Overview

Charlotte Country Day School (Country Day) is one of the largest independent, co-educational schools in the Charlotte area and one of the 15 largest in the continental United States. Enrollment is very strong, and the school is thriving. Highly regarded for the rigor of its academic program and the breadth of its offerings in the arts, athletics, community service, and leadership, Country Day is noteworthy for a long tradition of positioning itself at the forefront of curricular innovation.

A strong, forward-thinking institution, Country Day offers every child a chance to shine. The school is a diverse, inclusive community with strong academic and co-curricular programs designed for students to learn to think critically, act respectfully, and show sensitivity to the feelings and needs of others. The unique curriculum offered by Country Day prepares and strengthens students for participation in their local and global communities. With its focus on diversity, service, global study, and technology, Country Day has positioned itself as a school of the 21 st century.

Country Day is committed to living as an authentic, inclusive community. Our pursuit of this commitment to community recognizes and affirms the richness brought by difference and discovered through commonality.

Position Summary

Charlotte Country Day School seeks a College Counseling Administrative Assistant & Registrar to join our highly collaborative and dynamic team in supporting the work of the College Counseling Office while serving as the official custodian of student academic records for the Upper School. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, student-centered environment. The person in this position must maintain strict confidentiality regarding student records and sensitive information.

The individual in this role collaborates closely with the Director and Associate Directors of College Counseling, faculty, students, families, alumni and college admission offices to ensure the accurate management of student records and the efficient administration of the college application process.

Essential Responsibilities Include

• College Counseling Office Administration
• Manage office calendar, schedule appointments for college counselors, and handle phone/email inquiries.
• Provide reception services for the office by greeting and directing college visitors, and parents and students, and hosting college reps as needed.
• Manage the schedule and use of the college counseling conference room.
• Coordinate the on-campus college representative visit program using Scoir to schedule.
• Support planning of all college counseling programing – including evening and weekend events.
• Serves as the system administrator for college counseling database – Scoir.
• Support the Testing Coordinator in the administration of PSAT, PreACT, and AP exams, with potential increasing responsibilities.
• Collaborates with: College Counseling Team, Academic Office, Admissions, Faculty, and Administration
• Sort and distribute daily mail, update bulletin boards.
• College Application & Data Management
• Facilitate the collection, uploading, and electronic submission via Scoir of all school documentation to colleges – including transcripts, letters of recommendation, school profile, outside letters and any other necessary materials.
• Collect and maintain statistical data on college applications, admission outcomes, scholarships and other honors.
• Track data for graduating classes and assist in preparation of reports for Board of Trustees, Head of School and other stakeholders.
• Assist with school documents and correspondence.
• Registrar & Custodian of Records
• Prepare and send official transcripts for current students and alumni.
• Ensure accuracy and resolve discrepancies.
• Send transcripts to colleges via Scoir.
• Process transcript requests.
• Manage student files and GPA calculations.
• Coordinate with Admissions for incoming and transfer students.
• Submit transcripts to NCAA Eligibility Center for student-athletes.
• Work with Director of Studies to submit new course descriptions to the NCAA for review.
  
  

Qualifications

• Bachelor’s degree preferred.
• 3–5 years of administrative experience, preferably in an educational setting.
• High proficiency with Microsoft Office platform, Excel, Scoir, Veracross, Blackbaud or other SIS preferred.
• Exceptional organizational skills with meticulous attention to detail and ability to manage multiple, high-priority, deadline-driven tasks simultaneously.
• Exceptional interpersonal and written communication skills for interacting with school administration, faculty, parents, students and college admissions reps.
• Ability to manage confidential information.
  
  

Salary And Benefits

Charlotte Country Day School is committed to attracting and retaining talented employees through nationally competitive salaries and benefits. Individual salaries are determined by background and experience. Some of the highlights of working at Charlotte Country Day School include:

• Annual professional development opportunities that enhance professional skills.
• Comprehensive benefits package including medical, dental, vision, and retirement plans.
• Financial assistance with relocation expenses.
• On-site physical, mental, and financial health and wellness classes.
• Close informal relationships with major colleges and universities in the Charlotte area.
  
  

Application Process

Interested applicants should submit a cover letter, current resume, list of references with telephone numbers, via the Employment Portal at https://www.charlottecountryday.org/employment . Review of materials and initial interviews will begin as applications are received. References will only be contacted for applicants that advance in the process.

This position will be open until filled.

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at CCDS will be based on merit, qualifications, and abilities. CCDS does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.