Advanced Placement (AP) Coordinator

POSITION SUMMARY

Woodstock Union High School seeks a highly organized, detail-oriented Advanced Placement (AP) Coordinator to oversee all facets of the school’s AP program. This role serves as the primary liaison among the College Board, students, families, and staff. The AP Coordinator ensures the successful administration of AP exams, compliance with College Board policies, clear stakeholder communication, and smooth day-to-day operations from registration through score reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Program Administration

• Serve as the school’s officially registered AP Coordinator with the College Board.

• Maintain current knowledge of AP policies, procedures, and requirements.

• Ensure full compliance with testing protocols and College Board standards.

• Manage the AP Course Audit and maintain all course certifications.

• Collaborate with staff to ensure AP course offerings meet College Board expectations.

• Maintain accurate documentation of all AP program activities.

Exam Management

• Determine exam quantities and submit all exam orders within College Board deadlines.

• Manage receipt, secure storage, and inventory of all exam materials.

• Plan and coordinate all exam logistics: schedules, room assignments, proctoring, and supervision.

• Recruit, train, and oversee proctors to ensure adherence to testing protocols.

• Coordinate accommodations with Student Services for students with documented needs.

• Ensure proper handling and secure return of all exam materials.

• Troubleshoot and resolve exam-day concerns efficiently and professionally.

Student & Family Communication

• Communicate AP program details, timelines, and requirements to students and families.

• Provide guidance on course selection, registration, and College Board policies.

• Share exam schedules, procedures, expectations, and rules with students and families.

• Notify families of score release timelines and support score-sending procedures.

• Respond promptly to questions and concerns regarding AP courses or exams.

Registration & Payment Management

• Oversee all exam registrations and related deadlines.

• Manage collection of exam fees from students and families.

• Process fee reductions and waivers following College Board and state guidelines.

• Maintain accurate financial records and submit payments by required deadlines.

• Track outstanding balances and communicate with families as needed.

Coordination & Collaboration

• Serve as liaison between the school and the College Board.

• Communicate with AP teachers regarding testing expectations and course requirements.

• Work with administration on facility needs and scheduling.

• Coordinate financial processes with the district business office.

• Partner with technology staff for digital testing or online registration systems as applicable.

Data Management & Reporting

• Maintain updated rosters and registration data.

• Generate participation and performance reports for administrators.

• Analyze score data and provide recommendations for program improvement.

• Track historical patterns in enrollment and exam participation.

• Ensure compliance with FERPA and maintain confidentiality at all times.

Professional Development

• Attend College Board Coordinator trainings and webinars.

• Stay current on updates to AP policies and procedures.

• Engage with Vermont AP Coordinator networks and meetings.

• Recommend program enhancements aligned with best practices.

QUALIFICATIONS

Required

• Bachelor’s degree.

• Exceptional organizational and time-management skills.

• Strong written and verbal communication abilities.

• Proficiency with technology, databases, and online platforms.

• Ability to manage multiple deadlines with precision.

• Knowledge of standardized testing protocols.

• Ability to maintain confidentiality and handle sensitive information.

• Commitment to equitable service for all students.

Preferred

• Experience in education, school administration, or testing coordination.

• Familiarity with College Board programs and processes.

• Previous AP teaching or coordination experience.

• Knowledge of Vermont public education systems.

• Bilingual or multilingual skills.