College Counseling Office Manager and Testing Coordinator

St. Mark's School seeks an Office Manager / Testing Coordinator to serve in a vital support role for the College Counseling Office. Responsible for managing the College Counseling Office, coordinating all standardized tests, and maintaining all college-related academic records, this person will collaborate with the college counseling team, other school administrators, and faculty, and will serve as a key point of contact for students, parents, and college admissions representatives. Responsibilities also include database management and supporting internal and external reporting requirements., Office Manager:

• Serve as the site manager for Scoir, maintaining accurate records, including current and past transcripts, GPA data, standardized test scores (PSAT, SAT, ACT, and AP), and college admission personnel contact details
• Interact directly with students, families, and college admission representatives
• Maintain college counseling calendars; schedule student, parent, and administrative appointments
• Support college counselors in preparations for college counseling classes and programming
• Collaborate with facilities, IT, and food service to support college counseling programming
• Schedule, coordinate, and communicate college admission representative campus visits
• Reserve space and coordinate catering for events
• Collaborate with marketing and communications and other administrative offices to update calendars, resources, links, and details on the college counseling website
• Reconcile credit card statements; process reimbursements and receipts
• Organize office space, clerical work, files, and data management
• Attend department and other relevant meetings related to duties and responsibilities
• Verify, maintain, and update current and historical student records, academic data, grades, and grade changes in partnership with the Academics Office
• Generate a grade distribution report for the school profile
• Liaise with the Admission and Academics Offices to ensure that the school has final transcripts from previous schools
• Maintain current transcripts for all VI Form students, updated in early fall and after the first semester
• Prepare and verify current and final transcripts for transmission to colleges, universities, and the NCAA

Testing Coordinator:

• Coordinate and oversee on-campus PSAT, SAT, and AP test administration
• Liaise with all relevant campus offices regarding testing spaces
• Serve as a liaison to the College Board and other testing agencies, including ordering materials, secure storage, compliance, oversight, and billing
• Recruit, train, and supervise proctors; coordinate with the Business Office to ensure background check requirements have been met and proctors receive payment
• Partner with the SSD (Students with Disabilities) Coordinator and IT departments as needed
• Attend relevant webinars to ensure understanding and implementation of updated policies and practices; communicate relevant updates to administration and faculty
• Work occasional weekends as part of standardized testing coordination
• Coordinate course rosters, registration, and billing with test prep partners (Academic Approach)

Do you have experience in Technical Proficiency?, Do you have a Bachelor's degree?, This position requires independent judgment, the ability to prioritize multiple demands and deadlines, meticulous attention to detail, strong systems thinking, and a strong work ethic. Success in this role also relies on the ability to connect warmly and effectively with both students and adults while maintaining a highly efficient office environment and the absolute integrity required when handling confidential institutional data., * Education: Bachelor's degree

• Experience: Previous high-level administrative support experience in an academic or professional environment
• Technical Proficiency: Advanced skills in Google Workspace, Blackbaud, and Scoir; comfort with digital testing and other data platforms is highly preferred
• Discretion & Integrity: Absolute discretion is required when handling confidential faculty personnel files and sensitive student academic records
• Operational Excellence: Demonstrated flexibility to respond to changing demands and priorities; ability to handle deadlines and pressure with a commitment to high standards; outstanding written, verbal, and problem-solving skills
• Schedule: This is a 12-month, full-time role. On-site presence will be required for Saturday testing dates

Pulled from the full job description

• Parental leave
• Health insurance
• Retirement plan
• Paid time off
• Vision insurance
• Health savings account
• Dental insurance, * Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

St. Mark's School is a coed boarding high school with approximately 375 students located 22 miles west of Boston and 12 miles east of Worcester. St. Mark's School educates young people for lives of leadership and service. Founded in 1865 as an intentionally small residential community, the school challenges its students to develop their analytic and creative capabilities by both inspiring their academic and spiritual curiosity and kindling their passion for discovery. We value cooperation over self-interest, and we encourage all members of our community to explore their place in the larger world beyond our campus.