College Center Administrative Assistant

  • Charlotte Latin School
  • Charlotte, NC, USA
  • Aug 24, 2023
Full time Clerical/Admin

Job Description

The College Counseling Administrative Assistant will provide clerical and organizational support to a team of four college counselors and the registrar. This role will also support the Service Learning Program Director.


Essential Duties and Responsibilities:


College Counseling:


  • Provide support to four college counselors and the registrar

  • Provide reception services for the department by greeting and directing college visitors, parents, and students

  • Schedule appointments for four college counselors

  • Schedule college admission representative visits

  • Sort and distribute daily mail, update College Counseling bulletin board

  • Assist with special events planning

  • Assist in planning and implementing the College Case Studies and other programs (which may occur at night or on weekends)

  • Attend all team meetings and type/organize minutes from those gatherings

  • Perform clerical tasks related to uploading prepared transcript files for electronic submission

  • Utilize Scoir, Veracross, Microsoft Office Suite, Google Suite, and other forms of technology that may be needed

  • Provide support to registrar by assisting with faculty grade submission and verification quarterly

  • Provide support to registrar in proofreading faculty progress report submissions and verifying settings so that faculty may send them accurately

  • Under registrar’s supervision, prepare training materials and manuals for use in annual fall and spring standardized testing; assist with proctor training and student test pre-administration sessions; act as a proctor as needed

  • Maintain Upper School course listings and curriculum with the NCAA Eligibility Center, submit student transcripts as requested to help students achieve eligibility, and print reports as requested to verify student progress toward eligibility

Supervisory Responsibilities

  • None


Education and experience:

  • 4-year college degree preferred

  • Proven experience providing administrative support in a setting that requires privacy, tact, attention to detail, and ability to multitask; 3+ years preferred

  • Experience in a school environment preferred

  • A combination of equivalent education and experience

Skills and Abilities:

  • Software skills: Naviance, Microsoft Office Suite, Google Suite, Senior Systems and web applications will be needed, but training is available.

  • Ability to prioritize daily workload and adapt to changes in the work environment, manage competing demands, and deal with frequent change, delays, or unexpected events.

  • Ability to be sensitive and confidential in managing parents, students, and teachers’ needs and issues, displaying diplomacy, understanding, and tact in all interactions/situations.

  • This individual should be familiar with school policy and procedures and departmental goals and perform duties in a fast-paced environment with numerous interruptions.

  • This person will maintain and encourage a positive outlook that supports a collaborative and efficient work environment.

  • Adheres to the standards of professionalism

  • Latin expects employees to have a philosophical alignment with our core values, curriculum, and instruction listed on our, which includes a commitment to promoting diversity, equity, and inclusion.

  • Must be available for some night and weekend work.