Job Description

La Jolla Country Day School is seeking a highly organized, service-oriented Administrative Assistant to support our College Counseling team. This vital role ensures the smooth operation of the College Counseling office, providing direct support to the Dean of College Counseling and three College Counselors while serving as a key point of contact for students, families, and college representatives.

This is a dynamic, student-facing position that requires exceptional communication skills, discretion, attention to detail, and a genuine passion for helping students navigate the college application process. The ideal candidate is professional, approachable, and thrives in a fast-paced, collaborative school environment.

Why Join La Jolla Country Day School?

We are a mission-driven educational community dedicated to dignity, equity, and inclusion. We believe in working with a growth mindset and value individuals who bring emotional intelligence, flexibility, and a positive, team-oriented spirit.

If you are motivated by supporting students futures, building meaningful relationships, and contributing to a vibrant educational community, we would love to meet you.

What Youll Do

College Counseling & Student Support

• Serve as the first point of contact for students, families, and college representatives, ensuring a welcoming and professional experience.
• Provide comprehensive administrative support to the Dean and College Counseling team, including calendar management, scheduling, and communication coordination.
• Maintain accurate, confidential student records and files in alignment with school policies.
• Support budget tracking, expense reporting, and recordkeeping for the College Counseling office.
• Serve as a liaison between College Counseling, Upper School, and other school departments.

College Applications & Transcript Management

• Verify and update student transcripts and course enrollments.
• Upload and maintain transcripts in MaiaLearning and Blackbaud throughout the year.
• Process transcript requests for seniors, alumni, and college submissions.
• Manage NCAA transcript submissions and course approvals.

College Programming & Resources

• Coordinate logistics for college visit trips and tours.
• Maintain and update databases for scholarships, internships, and summer enrichment opportunities.
• Provide general guidance on external enrichment and internship application processes.

Testing Coordination

• Serve as the test coordinator for ACT, AP, PSAT, and SAT exams.
• Organize testing logistics, recruit and train proctors, and communicate with students, families, and faculty.

Communications & Media

• Draft, edit, and distribute the monthly College Counseling Newsletter.
• Prepare and proofread materials such as presentations, reports, and event communications.
• Manage virtual communications, webinars, and updates to the College Counseling Resource Board and portal pages.
• Post and maintain recorded webinars and event materials for student and parent access.

Office Management & Additional Support

• Maintain an organized, welcoming, and professional office environment.
• Collaborate with Upper School administrative colleagues to ensure office coverage and effective communication.
• Process and sign student work permits in compliance with San Diego Unified School District guidelines.
• Assist with event setup, cleanup, and occasional evening or weekend programming.

Who You Are

• Organized & Detail-Oriented: You thrive in managing multiple priorities, maintaining accuracy, and ensuring deadlines are met.
• Warm & Professional: You create a positive, inclusive, and welcoming environment for students, families, and visitors.
• Tech-Savvy: Youre confident with technology and quick to learn new systems and tools.
• Strong Communicator: You write and speak with clarity, professionalism, and empathy.
• Collaborative: You enjoy being part of a team and contribute to a culture of respect, positivity, and service.
• Mission-Driven: You believe in the power of education and embody LJCDSs core value of dignity.

Qualifications

• High school diploma required; associates or bachelors degree preferred.
• Minimum of three years of administrative experience, preferably in an educational setting.
• Proficient in Google Workspace and Microsoft Office; experience with Blackbaud, MaiaLearning, or similar systems a plus.
• Excellent written and verbal communication skills with strong attention to detail.
• Proven ability to maintain confidentiality and exercise sound judgment.
• Flexibility to assist with occasional evening or weekend events.
• Must pass a Live Scan fingerprint background check and provide current tuberculosis (TB) clearance.

Work Environment

• Full-time, in-person, campus-based role.
• Typical work hours: MondayFriday, 7:30?a.m.4:00?p.m. (with flexibility for occasional events).
• Requires ability to sit or stand for extended periods, move around campus, and occasionally lift up to 30?lbs.
• Typical school setting with moderate noise levels; may vary during events or assemblies.

Salary Range

This is an hourly paid position. The offer to a successful candidate will depend on several factors, including experience, education, and applicable skills.

To Be Considered, please submit:

• Your current resume or CV
• A cover letter describing your relevant experience and your interest in joining our school community

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