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.

• 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.

• 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.

• 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.

• 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.

• 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…