California Independent Schools Business Officers Association

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College Counseling Assistant / Registrar

  • 11 May 2018 12:04 PM
    Message # 6149450


    College Counseling Assistant / Registrar


    Secondary School, Grades 6-12


    Ortega Campus, 1201 Ortega St., SF, CA 94122

    Reports to

    Director of College Counseling & Guidance

    Type of Position

    Full-Time, open until filled



    • ·       LFSF seeks a committed educator who will support the goals of the College Counseling & Guidance program to assist students in their post-secondary plans. The college counseling assistant is a staff support position and not a college counselor position.

    ·       Located in San Francisco, LFSF is a French Immersion, independent, co-educational, college preparatory day school of 990 students in grades preK-12. For more information about our school, please visit:

    • ·       LFSF offers competitive salaries commensurate with qualifications and experience and a comprehensive benefit package.

    ·       Professional development opportunities are available through participation in conferences and workshops, membership in professional organizations, and continuing education.



    • 1)     College Counseling Assistant:
    • ·       Assist in administrative tasks related to college admissions and guidance
    • ·       Plan, schedule, coordinate, promote, and attend college counseling events (e.g. college fairs, enrichment fairs, college rep visits).  Occasional nights and weekends to assist with college counseling events.
    • ·       Communicate with counselors and other guidance staff, teachers, administrators, parents and students

    ·       Create newsletters for middle school and high school families to communicate about school and community events, college visits, and enrichment programs

    ·       Keep accurate and meticulous student accounts using Naviance software

    ·       Prepare and send reports and documents to appropriate institutions using Naviance software

    ·       Maintain college counseling calendars; schedule student, parent, and administrative appointments

    ·       Prepare end of semester awards announcements

    ·       Update calendars, resources, links and summer programs on the website

    ·       Collaborate with marketing & communications to promote student success

    ·       Monitor, stock, and display student lounges with information necessary for college admissions and enrichment

    ·       Assist to create, update, revise UC eligible course content and NCAA eligibility courses

    ·       Write a variety of documents, forms, newsletters given oral or written directions

    ·       Compile information and write reports as required.

       Enrichment Program Coordination:

    ·       Research enrichment programs for grade 9-12 students, and create individualized enrichment plans based on the interests and passions of students

    ·       Coordinate recommendations and collaborate with registrar team to send documents to enrichment programs

    ·       Build ties with community organizations to establish enrichment and/or community service programs

    ·       Collaborate with the Student Activities Director (AES) and Dean of Students to bring community projects to school life

    ·       Support innovation/design projects in conjunction with Innovation Lab

    ·       Support Summer Enrichment Programs

      Standardized Tests Coordination:

    ·       Oversee the coordination and administration of standardized tests related to college admissions (eg. National Exams, PSAT, AP, both standard administration and those with accommodations).

    ·       Plan and organize test preparation programs

    ·       Assist SSD Coordinator (Services for Students with Disabilities Coordinator) in providing accurate documentation and accommodations for standardized testing, including proctoring

    ·       Coordinate European university admission tests, such as Oxford TSA, Cambridge Exams, French “concours”

    ·       Coordinate proctors, and logistics for testing days

    ·       Working occasional weeknights and weekends will be part of logistics of standardized tests coordination

    • 2)     Registrar:

    ·       Review students records relevant to college admissions process (e.g. transcripts, new students, transfers students)

    ·       Establish, maintain and monitor student records, grades, coursework compiled, and credits earned for graduation related to U.S. transcripts and U.S. high school diploma

    • Maintain up to date and accurate physical and computerized auditable student records.
    • Record, create reports, and maintain correspondence of student records, including but not limited to student cumulative folders, demographics, grades, report cards, diplomas, and transcripts.
    • Assist with the enrollment, withdrawals, and transfer of students and process applicable records.
    • Process requests for Alumni, including exam results, transcripts, and reports
    • Process new student records, including requesting grades, transcripts and records from other schools, setting up cumulative folder, and entering student data into appropriate databases.
    • Collaborate with various LFSF departments to maintain accurate records and databases.
    • Process and transmit requests for student information, including student transcripts for colleges and enrichment programs, visa status, transfer information, etc…
    • Create U.S. transcripts/report cards for High School (for transfers, enrichment programs, and/or college admissions)
      • Calculate GPA as required for High School transcripts/report cards
      • Prepare and verify current and final transcripts
    • Create U.S transcripts/report cards for Middle School transfers
    • Ensure registrar practices are in compliance with LFSF registrar policies and FERPA
    • Maintain a month by month electronic planner of duties/tasks and collaboration
    • Write, review, and edit registrar policies and procedures in conjunction with the Registrar Policy Committee.

    Other duties as assigned.  Candidate will be expected to assist others when projects require office staff to work as a team.



    • ·       Bachelor’s degree preferred

    ·       3-5 years of experience in the education field, preferably in high schools or university

    • ·       Experience in a college counseling/admissions context preferred

    ·       Proficiency in American school systems and curriculum required

    ·       Proficiency in French school systems and curriculum preferred


    • ·       Fluency in the English language required.
    • ·       Candidate is not required to speak French, but knowledge of French and French culture will be an advantage


    • ·       Knowledge of educational and college counseling software/programs a requirement (e.g. Naviance, College Board, ACT)
    • ·       Advanced knowledge of Microsoft Suite (Word, Excel, in particular and Google Suite a must
    • Experience with Social Media preferred (e.g. facebook, instagram, twitter, etc…)



    ·       Excellent organizational, communication, and interpersonal skills

    ·       Detail-oriented

    ·       Appreciation of and experience with diverse cultures and cross-cultural contexts, preferably with transatlantic international students

    Interested candidates please send a cover letter, CV/resume, and references electronically, attention: Natalie Bitton, Director of College Counseling & Guidance via

    * The list of responsibilities is given for informational purposes only and is not meant to be exhaustive. It may be subject to change in order to meet the evolving needs of the organization.

    Last modified: 11 May 2018 12:32 PM | Anonymous member
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