Position Summary
The Administrative Assistant to the College Counseling Office supports the Director of College Counseling and assists with the daily operations of a busy, student-centered office. This position also serves as the school’s AP and PSAT Testing Coordinator and works closely with students, families, counselors, faculty, and college representatives throughout the college counseling and testing process.
This is an 11-month position with a work schedule of August 1 through June 30.
Essential Functions
• Serve as a welcoming and professional first point of contact for students, families, and visitors
• Support daily office operations, scheduling, and communication
• Maintain student records and office systems, including SCOIR and Bright Futures
• Assist with transcripts, school reports, application materials, and college application tracking
• Coordinate college visits, information sessions, and related events
• Prepare communications, reminders, and updates for students and families
• Support students and families throughout the college application process
• Compile scholarship information for graduation programs
• Handle confidential student and family information with discretion and professionalism
AP & PSAT Testing Coordination
• Serve as the school’s AP and PSAT Testing Coordinator
• Coordinate AP and PSAT registration, ordering, scheduling, and communication through the College Board platform
• Organize testing logistics, including room assignments, proctors, materials, accommodations, and testing-day operations
• Ensure compliance with College Board policies, deadlines, testing security requirements, and accommodation procedures
• Maintain accurate testing records and serve as the primary contact for AP and PSAT testing questions
• Perform other duties as assigned in support of the College Counseling Office
Qualifications
• Bachelor’s degree preferred; equivalent combinations of education and relevant experience will also be considered
• Prior administrative or office support experience required, preferably in an educational setting
• Strong organizational, communication, and interpersonal skills
• Ability to manage multiple priorities and deadlines with attention to detail
• Experience working with confidential information and maintaining professionalism
• Proficiency with Microsoft Office and database systems; experience with SCOIR, Bright Futures, or College Board platforms preferred
• Ability to work collaboratively with students, families, faculty, and administrators in a fast-paced environment
Preference may be given to candidates who meet the qualifications above and are able to coach or otherwise contribute to the broader school community through extracurricular involvement.
Physical Requirements
Ability to sit, stand, walk, and move throughout the workday
Ability to use a computer and standard office equipment for extended periods of time
Ability to communicate effectively in person, by phone, and electronically
Ability to occasionally lift and move materials weighing up to 15 pounds
Ability to assist with testing setup and event coordination as needed
Additional Information
This position may require occasional evening hours during testing periods, college events, or special programs.
Qualifications
Skills Required
- Bachelor's degree preferred
- Prior administrative or office support experience
- Strong organizational, communication, and interpersonal skills
- Proficiency with Microsoft Office and database systems
- Experience with SCOIR, Bright Futures, or College Board platforms
What We Do
The Bolles School is an independent, private college preparatory day and boarding school located in Jacksonville, Florida, serving students from Pre-Kindergarten through grade 12.
