| Location | Marblehead, MA |
The School Counseling Administrative Assistant and Registrar position provides administrative and organizational support to the school counseling department, helping counselors maintain efficient operations and ensuring students, families, and staff receive timely and professional assistance.
Essential Responsibilities
School Counseling Responsibilities:
Provide administrative support to school counselors and the counseling department. Schedule student appointments, meetings, and counseling-related activities. Maintain confidential student records, files, and documentation in accordance with school policies and applicable privacy requirements. Process transcript requests and assist with college application process Assist with enrollment, withdrawal, transcript, and student records processes. Respond to phone calls, emails, and in-person inquiries from students, parents/guardians, staff, and community members. Prepare correspondence, reports, forms, presentations, and other departmental materials. Assist counselors with college visits, testing, scholarship, and post-secondary planning activities. Maintain calendars, databases, spreadsheets, and electronic student information systems. Support counseling events, workshops, and student programs. Order and maintain office supplies and counseling materials. Responsible for the MHS scholarship process - work closely with community donors, assist students in application process, and help run the Scholarship Night Complete verification forms - RMV and employment work permits Perform other administrative duties as assigned by the school counseling department or administration.
Registrar Responsibilities:
Manage academic records, grading, and transcripts Oversee grade reporting cycles, ensure that grades are posted timely and accurately Complete schedule changes and confirm grade transfers Enter transfer grades and credits, summer school grades, and grade changes submitted by staff NCAA - upload transcripts and maintain records Maintain official transcripts and academic records - process transcript request for students, alumni, and colleges Maintain cumulative GPA lists Ensure final transcripts and report cards are accurate and grades have been successfully transferred for course changes Communicate athletic eligibility each quarter based on quarterly and end of year grade posting Qualifications Associate degree or relevant college coursework preferred. Previous administrative, school counseling office, registrar, or student-services experience preferred. Strong organizational, communication, and interpersonal skills. Ability to maintain confidentiality and handle sensitive information professionally. Proficiency with Google Workspace, Aspen, Naviance, databases, email, and calendar systems. Ability to manage multiple priorities, meet deadlines, and work effectively in a school environment. Demonstrated ability to interact respectfully and professionally with students, families, faculty, and administrators.