Administrative Staff Assistant - College Counseling Office

Administrative Staff Assistant – College Counseling Office

Phillips Exeter Academy

REPORTS TO: Administrative Manager

SCHEDULE: Full‑time, Monday – Friday 8:00 a.m.–4:30 p.m.;
Saturdays during semester 8:45 a.m.–11:45 a.m. (schedule may vary).

COMPENSATION RANGE: $25.50–$28.00 per hour

Position

Purpose:

Assists and supports the college counseling office and staff, providing direct customer service and performing all office‑related functions with professionalism and confidentiality.

• Open and close the office, coordinating schedule with the office manager.
• Serve as front‑office host, greeting students, parents, faculty, and visitors.
• Perform daily administrative duties: computer work, answering phone, scheduling appointments, direct inquiries, printing, filing, data entry, electronic and hard‑copy file maintenance, scanning and mailing distribution.
• Assist with transcript requests and fulfillment for current students and alumni.
• Maintain Outlook calendars for all college counselors.
• Manage the CCO email inbox, responding or forwarding to appropriate parties.
• Help manage Ring Central Phone System and queue management.
• Provide administrative support to the Administrative Manager, Program and Operations Manager and college counselors, including scheduling, prep work for meetings, college application data tracking, fee waiver tracking, and deadline reports.
• Assist counselors with expense reporting in Oracle.
• Support all aspects of the college application process (electronic and manual).
• Assist with scholarship and financial aid processes, including NCAA certification, PEA transcripts upload, and other scholarship applications.
• Maintain records in accordance with PEA Student Record Policy.
• Collaborate with staff to promote efficiency and cooperation.
• Support event programs such as Family Weekend and College Admissions Weekend.
• Provide training to temporary support staff.
• Order and maintain office supplies and resources.
• Perform other duties as assigned.

• Proficient in MS Office and Outlook 365 calendar.
• Excellent written and verbal communication skills.
• Respect for diversity, equity, inclusion, and cultural competency.
• Ability to work independently and manage multiple priorities.
• Exceptional organizational skills and attention to detail.
• Strict adherence to confidentiality policies.
• Ability to follow written and verbal directions.
• Professional demeanor during busy periods.
• Reliable, flexible schedule, including extended hours, weekends, and holidays.
• Willingness to learn additional applications.
• Delegation and assistance skills.
• Strong interpersonal skills for collegial relationships.
• Capability to build trust with students.
• Analytical and problem‑solving abilities with customer focus.
• Some knowledge of ACT and College Board testing guidelines is preferred.

• High school diploma or GED required.
• Bachelor’s degree preferred.

• Minimum three years of administrative experience (scheduling, calendar management, meetings).
• Experience in an academic setting and working with adolescents preferred.
• Team‑player experience required.
• Direct customer‑service experience.
• Google Workspace experience preferred.
• Experience with Naviance, Informer, Blackbaud, Tableau, Adobe Acrobat is a plus.

• Must successfully complete a criminal background check (reviewed every 5 years).
• Clean driving record (reviewed annually).