Counseling Office Administrative Assistant

Counseling Office Administrative Assistant

• Date Posted: 8/24/2026
• Location:
  
  Great Valley High School
• Closing Date: 09/07/2026

Counseling Office Administrative Assistant

Great Valley High School

$40,000 to $50,000

Position Summary

The High School Counseling Office Administrative Assistant provides administrative and
operational support to the school counseling department. This position serves as the first
point of contact for students, families, staff members, college and military representatives,
and community partners.
The successful candidate will demonstrate excellent communication and organizational
skills, exercise sound judgment, think quickly in changing situations, and manage sensitive
and confidential information with discretion. The Administrative Assistant must be able to
assess and triage requests, determine appropriate next steps, and coordinate multiple
priorities to support efficient counseling office operations and positive outcomes for
students and families.

• Serve as the first point of contact for the counseling office by answering telephone calls, welcoming walk-in visitors, responding to general inquiries, and directing individuals to the appropriate counselor or resource.
• Assess and triage student, parent, staff, and visitor needs, using sound judgment to determine urgency and facilitate appropriate, timely responses.
• Prepare and distribute year-round counseling office communications to students, parents and guardians.
• Create student passes for counselor appointments.
• Update counseling materials, forms, and informational resources as needed.
• Handle sensitive student, family, and school information prudently and maintain confidentiality in accordance with school policies and applicable laws.

• Schedule meetings and appointments for students on counselor calendars throughout the school year.
• Coordinate CARE meetings, including scheduling, inviting participants, and communicating meeting details.
• Schedule Section 504 meetings throughout the school year and invite required participants.
• Arrange parent and guardian appointments related to new student enrollment and Section 504 matters.
• Confirm that all records required for new enrollment and meetings have been received, and request missing documentation as needed.
• Coordinate application processes, counselor appointments, and interviews for underclassmen participating in special programs, including Pennsylvania Governor's School, the Germination Project, HOBY, and similar opportunities.

• Process transcript and educational records requests for former students and graduates.
• Coordinate the transfer of educational records for students applying or transferring to private schools.
• Process Social Security beneficiary forms and related documentation.
• Maintain accurate records of requests, communications, and completed actions in accordance with school procedures and confidentiality requirements.

• Coordinate visits by college admissions representatives, including scheduling, communication, room arrangements, and student participation.
• Coordinate military representative visits throughout the school year and serve as the primary point of contact for military personnel.
• Administer the local scholarship program, including coordinate with sponsors, updating applications, communicating deadlines, supporting application processes, and coordinating check requests and deposits associated with scholarships
• Post and update general scholarship information in Naviance as needed.
• Post employment and volunteer opportunities in Canvas.
• The Administrative Assistant may perform other duties consistent with the scope and responsibilities of the position. Duties may change based on student needs, counseling office priorities, and school or district requirements.

• High school diploma or equivalent; post-secondary coursework or administrative training preferred.
• Prior administrative, school office, counseling office, or student services experience preferred.
• Excel…