School & College Counseling Coordinator

Ursuline Academy seeks a highly organized, detail-oriented professional to serve as the Coordinator of School & College Counseling. This is a full-time, 10-month position reporting to the Director of School & College Counseling.

The Coordinator supports the day-to-day operations of the School & College Counseling Office, with primary responsibility for technology and database management, student and college admission reporting, testing coordination, event logistics, and general office administration. This individual will serve as Ursuline’s Advanced Placement (AP) Coordinator and PSAT Coordinator and will act as the primary liaison between the School & College Counseling Office and the Dean of Academics.

As a member of the School & College Counseling team, the Coordinator will work closely with students, families, faculty, administrators, college admission representatives, and other members of the school community. The successful candidate will be able to manage multiple priorities and time-sensitive deadlines, exercise discretion with confidential information, and approach the role with professionalism, flexibility, and a collaborative spirit.

Key Responsibilities

Data, Systems, and Reporting

• Maintain accurate student records in SCOIR, including new student records, and conduct periodic audits to ensure alignment with the school’s student information system.
• Prepare internal and external reports related to students’ college search, application, admission, and enrollment activity.
• Identify and resolve data discrepancies and support the effective use of technology and information systems within the School & College Counseling Office.
• Prepare and transmit supporting school documents to colleges, scholarship organizations, and other authorized recipients.

Testing Coordination

• Serve as the school’s AP and PSAT Coordinator, overseeing registration, ordering, communications, accommodations, staffing, room assignments, materials, and test-day logistics.
• Collaborate with the Registrar, Dean of Academics, faculty, administration, students, and the College Board to ensure effective test administration consistent with applicable requirements.

Events and Program Support

• Plan and coordinate the annual college fair, college representative visits, parent programs, application workshops, and other School & College Counseling events.
• Manage event scheduling, registration, communications, materials, facilities coordination, set-up, and day-of logistics.
• Prepare materials and provide support for Open House and other school events, including occasional evening and weekend programs.
• Maintain current information for students and families regarding scholarships, summer programs, and enrichment opportunities.

Office, Student, and Administrative Support

• Serve as the first point of contact for the School & College Counseling Office, welcoming visitors, responding to inquiries, and directing students and families to the appropriate resources.
• Respond to student needs using established office protocols, recognizing when concerns should be referred to a counselor or administrator for appropriate follow-up.
• Serve as the liaison to the Dean of Academics and provide related administrative support.
• Coordinate team meetings and quarterly student review meetings and support general office operations, including calendars, phones, correspondence, records, and shared resources.
• Collaborate with the Director of School & College Counseling, Chief Enrollment Officer, and Business Office to collect and maintain information regarding students who withdraw or do not plan to return.
• Serve as the front desk administrator from 3:00 p.m. to 5:00 p.m. each day school is in session.
• Perform other duties as assigned.

Qualifications

Education and Experience

• Bachelor’s degree in psychology, computer or information science, business, education, or a related field from an accredited institution required.
• At least three years of office management or comparable administrative experience required; experience in a school or educational setting is preferred.
• Demonstrated experience with database management, information systems, software implementation, or data reporting required.
• Experience coordinating events, testing programs, or projects involving multiple stakeholders and deadlines is preferred.
• Familiarity with SCOIR, student information systems, and College Board programs is preferred.

Skills and Qualifications

• Strong technology skills and the ability to learn and work effectively across multiple software platforms.
• Excellent organizational, written, and verbal communication skills.
• Meticulous attention to detail and a demonstrated commitment to data accuracy.
• Ability to manage multiple priorities and time-sensitive deadlines with accuracy and follow-through.
• Ability to handle confidential student, family, academic, and college admission information with discretion and sound judgment.
• Collaborative, service-oriented approach and the ability to work effectively with students, families, colleagues, and external partners.

Working Conditions

This is a full-time, 10-month, non-exempt, on-campus position with a regular schedule of Monday through Friday, 9:00 a.m. to 5:00 p.m. Occasional evening, weekend, early morning, or extended hours may be required to support testing, school events, and programs. The role includes daily front desk coverage from 3:00 p.m. to 5:00 p.m. when school is in session and requires regular interaction with students, families, faculty, staff, college representatives, and visitors.

The position involves extended periods of computer and database work, along with the ability to move throughout campus and assist with event and testing logistics. The Coordinator must be able to manage multiple priorities, meet time-sensitive deadlines, and handle confidential information with discretion and sound judgment.

Compensation: $24.00 - $26.00 per hour

This is a full-time, academic-year (10-month) position. The hourly range represents the established compensation parameters for this role. Placement within the range is determined based on experience, qualifications, and internal equity.