Assistant to Academic Counselors, Upper School

The Harker School a private TK - 12 in San Jose CA seeks qualified applicants for a full-time benefited position as an administrative assistant for our counseling department. Work schedule is Monday Friday 7:30 am 4:30 pm with a 60-minute meal break. The position start date is flexible; this is a year-round 12-month position. Finalization will occur with the hiring manager.

Estimated Hourly Range: $26.00 - $38.00 per hour.

Position Summary

This position will provide general office support to the Counseling Department supporting our mission in the community through interactions with parents students administrators faculty and staff. Each day brings an opportunity to learn something new and to engage with our wonderful and inspiring community.

Each interaction should be guided by our institutional Values in Action:

• greet cheerfully
• seek to understand
• lean in
• discover daily
• make a difference

with honor and integrity

Qualifications

• 2-5 years of experience in a reception environment
• Experience in a school or counseling setting a plus

Essential Duties and Responsibilities

Calendar

• Maintain calendars of four counselors and our learning specialist noting school meetings various school wide events scheduling appointments and sending reminders as needed.
• Communicating with counselors and Learning specialists when appointments arrived and are waiting.

Student Support

• Create and keep track of extra time testing proctor tests
• Schedule meetings with counselors upon request
• Helping students and parents locate the counseling office as needed.
• Special attention to high traffic times in the office such as morning drop off office hours student lunchtime afterschool hours.
• Monitoring/tracking/scheduling the use of the quiet corner counseling lobby and other counseling spaces including general monitoring of the testing room
• Coordination with teachers and students about tests (scheduling before concerns during and returning the test).
• Managing additional needs to support students during testing such as calculators extra paper scantrons etc.

Record Management

• Manage study hall logs track student attendance provide list for proctor.
• Tracking grades Track students progress provide an interim report each grading period for administrators counselors
• Maintain counseling files making sure secure and up to date.
• Archiving student cumulative files. Scanning creating & maintaining electronic files during the breaks and summer.
• Filing report cards maintaining all cum files
• Work with Registrar and assist with sending transcripts via Parchment and files of student no long attending Harker to other schools.
• Process financial records for counseling office reimbursements POs etc.

Resource Maintenance

• Maintain counseling referral binder and update periodically
• Provide grade book reports for students/parents/counselors as requested.
• Tutoring program.
  • Provide parents upon request tutoring options from the approved tutor list.
• Overall office maintenance including ordering/replacing water office supplies (printer printer cartridge etc.) and ensuring proper service on copiers in the Shah office.
• Support with registering for Professional Development conferences and workshops and/or submitting reimbursement as necessary.

Other Duties and Responsibilities

• Assist with school programs such as Eagle Buddies
• Other duties as assigned

Knowledge Skill & Ability Requirements

• Displayed proficiency in all related computer applications MS Word MS Excel Outlook. Google.
• Ability to successfully learn navigate and use Harkers internal programs and systems.
• Demonstrates and supports a culture of diversity equity and inclusion
• Ability to manage and prioritize multiple tasks simultaneously
• Excellent written and oral communication skills
• Team player able to adapt to multiple situations and tasks
• Excellent customer service skills friendly and personable
• Able to communicate with and assist students/parents in distress
• Ability to supervise students in an appropriate manner
• Ability to maintain confidentiality
• Detail oriented

Working Conditions

Spending long hours sitting and using office equipment and computers can cause muscle strain. Lifting of supplies and materials will occur from time to time. Must multitask in a busy environment and prioritize tasks using time management skills.

Our Mission:

Our mission is to educate students for success at college and beyond and to foster kindness respect and integrity within a safe and nurturing environment. We achieve academic excellence through the development of intellectual curiosity personal accountability and love of learning. Our comprehensive program and exceptional faculty and staff help students discover develop and enjoy their unique talents. We honor individuality embrace diversity and promote leadership and service preparing students to take their place as global citizens.