Counseling Office Administrative Assistant

Counseling Office Administrative Assistant

• Position Type:
  Secretarial/Clerical/ Secretary - 191 days
• Date Posted: 6/15/2026
• Location:
  
  Jackson Hole High School
• Date Available:
  
  08/21/2026

The Counseling Office Administrative Assistant provides comprehensive administrative and clerical support to the counseling department while fostering a welcoming, supportive, and confidential environment for students, families, staff, and community members. This position serves as the primary point of contact for counseling office operations and assists with student records, scheduling, enrollment processes, communication, testing logistics, and coordination of counseling services. The position requires strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced school environment.

• Serve as the primary point of contact for the counseling office, managing daily inquiries, coordinating counseling passes, and accurately tracking student attendance codes.
• Coordinate logistics, communications, and scheduling for college representative visits, student field trips/college tours, and external speakers.
• Curate and maintain the physical and digital presence of the department, including updating the counseling website, managing small group calendars, and designing office informational boards.
• Maintain community outreach resources by communicating with local employers to post job opportunities and managing outside scholarship pipelines for students.
• Manage calendars and appointments for school counselors, including organizing weekly schedules for students flagged for counselor interventions or follow-ups.
• Provide exceptional customer service and maintain confidentiality regarding student matters.

• Maintain accurate, confidential student records and tracking spreadsheets (including online school, external therapist, and demographic data) within systems like Power School.
• Facilitate student enrollment and academic pathways by processing registrations, transfers, concurrent enrollment forms, transcript requests, and graduation data.
• Oversee data management within college/career readiness platforms (e.g., SCOIR/Xello or similar software), including uploading transcripts, standardized test scores, and generating decile or counselor reports.
• Execute targeted stakeholder communications by creating parent email lists and managing the timely distribution of grade-level newsletters and parent notifications (e.g. attendance letters, grade updates, scholarship information, etc).
• Provide administrative backup and collaborative project support to department leadership, counselors, and staff.

• Coordinate standardized testing logistics, including student registration, stakeholder communication, materials distribution, and official proctoring duties.
• Support the day-to-day management and implementation of student testing accommodations by maintaining the request tracking system and coordinating schedules with teachers.
• Provide direct proctoring support for accommodated exams as needed to ensure compliance with student plans.
• Collaborate effectively with school personnel to maintain a safe, supportive, and highly organized testing and counseling environment.

• Maintain positive working relationships with diverse populations.
• Keep administration and counseling staff informed of pertinent issues affecting office operations.
• Perform other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required to do so. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain strict confidentiality and handle sensitive information appropriately.
• Strong customer service skills and ability to work with students, families, and staff from diverse backgrounds.
• Strong organizational skills with the ability to prioritize multiple tasks and manage interruptions.
• Ability to exercise sound judgment and discretion.
• Proficiency with Microsoft Office Suite, Google Workspace, and student information systems.
• Ability to learn and utilize district software platforms and databases.
• Strong recordkeeping and data management skills.
• Knowledge of office procedures, filing systems, and business correspondence.
• Ability to work independently while maintaining collaborative relationships.
• Bilingual English/Spanish…