Job Title: Counseling Department Assistant & Office Manager
Reports To: Director of School and College Counseling
Position Type: 12 months, Full Time
Start Date: December 1, 2026
ESSENTIAL DUTIES AND RESPONSIBILITES:
- Provide professional and administrative support and assistance to the Director of School and College Counseling, the College Counselor, the School Counselor, the Case Manager/Testing Coordinator, and the Student Assistance Counselor (SAC)
- Proactively manage all aspects of the Main Office of the Department. In particular:
- Welcome, assist, and direct students, parents, faculty, and staff; manage appointments; send in student attendance for all student meetings/oversee student sign-in/notify attendance regarding meetings
- Receive, respond to, and direct all communications for the Main Office of the Department via mail, email, and phone
- Coordinate and schedule meetings, events, and tasks
- Manage incoming/outgoing paperwork and Departmental mailings
- Coordinate with all Department members to obtain information for the Department of Communication’s monthly bulletin
- Edit/proofread and assist all Department members with writing Department communications: letters, bulletins, notices, announcements, forms
- Maintain student records and files
- Manage all aspects of town bussing/transportation/reimbursement
- Maintain Supplies in Main Counseling Office and update all Counseling bulletin boards
- Handle all awards execution, including Book Awards, Cum Laude, NHS, Honors Convocation, National Merit Scholars, etc.
- Assist the SSD Coordinator with scheduling of meetings for students with accommodations between the student, parents, County representative, appropriate teacher(s), the student’s Counselor, and the SSD Coordinator
- Assist Testing Coordinator with AP exam preparation
- On an annual basis, update all Counseling sections of the Handbook
- Create spreadsheet and record all Summer Senior Scholar information as directed by the Director of School and College Counseling
- Other duties as requested by the Director or the Administration
QUALIFICATIONS:
- Bachelor’s Degree (preferred) or Associate’s Degree
- Superior writing, proofreading, and editing skills
- Ability to multi-task, proactively plan for upcoming duties, balance the needs/requests of multiple counselors pleasantly and efficiently
- Excellent communication, customer service, and organizational skills
- Respect for confidentiality and appropriate release of student and alumnae records and information
- Ability to utilize student information and educational systems of Blackbaud and Naviance; competent with Microsoft Word, Excel, Power Point
HOURS REQUIRED:
- Monday – Friday, 7:45 a.m. – 3:15 p.m.
- 12 months per year
- Before and after school occasionally and attendance at school events as required (Open House, AP Testing weeks, etc.)
SALARY AND BENEFITS:
Salary Range:
- $50,000 - $55,000
- Final compensation will be based on experience and education.
Benefits:
- Mount Saint Mary Academy offers a comprehensive benefits package to full-time employees, including, but not limited to, medical, dental, and vision coverage, 401(k) plan with employer matching, PTO, life insurance, and disability insurance.
Interested candidates should send a resume, cover letter, and list of professional references to Dana Goad, Director of School and College Counseling, at dgoad@mountsaintmary.org.
Mount Saint Mary Academy is a Catholic, independent school that provides an exemplary college preparatory education for young women in grades 9 through 12. Founded in 1908 by the Sisters of Mercy, the Academy is rooted in the values and traditions of the Venerable Catherine McAuley including commitment to academic excellence, development of the whole person, cultivation of individual gifts and talents, dedication to service and the community, and to instilling confidence, respect, and integrity. The Academy welcomes and encourages applications from diverse candidates and does not discriminate on the basis of race, color, religion, gender, sexual orientation, gender identity, disability, national or ethnic origin, or other legally protected status. EOE