Office Manager

About The Lovett School: Mission, Core Values, and more

The Lovett School Culture and Community

Reports to: Director of College Counseling 

Primary Responsibilities: 

Direct day-to-day operations of the office while assisting the Director of College Counseling and 5 Associate Directors of College Counseling. 

Student Support

• Process 12th-grade student applications by preparing, collecting, and tracking all materials 
• Ensure that application deadlines are met by working alongside the college counselors and faculty to capture student application plans
• Compile matriculation lists with contact info at the end of each academic year and coordinate with the business office to ensure that students’ families are in good standing with Lovett prior to submitting final transcripts and documents to colleges for each member of the senior class
• Manage and serve as the main point of contact for the Senior Study Lounge with college rep visit reservations, set-ups for special events, and daily student use
• Serve as primary contact as it relates to counselor assignments for students and families, along with faculty, which includes teacher recommendation letters and parent/student counseling agreements
• Assist with underclassmen through counselor assignment communications, preparing, collecting, and tracking relevant materials through Scoir and College Kickstart (see below)

AP Test Planning Team

• Serve on AP Exam Administration team and meet regularly with the team to discuss logistics
• Procure, hire, schedule, and pay 10+ exam proctors for 1,100+ exams
• Reserve all rooms, create all work orders for 3+ weeks of exams, and set up rooms with test materials  (90+ exam locations)

Fee Waiver Manager 

• Maintain a confidential list of fee waiver recipients and update it on a semester basis
• Manage fee waiver distribution system for all testing and applications through initial emails and continuing through their junior and senior years

Scoir Account Administrator

• Set up, coordinate, and complete 150+ college rep visits within a 2-month period
• Upload and maintain all transcripts, AP scores, ACT scores, SAT scores, teacher recommendation letters, and counselor evaluations for 300+ students
• Upload all new student information into Scoir
• Send and track college application materials through SCOIR
• Track teacher recommendations, FERPA waivers, and records in SCOIR
• Manage user invitations, accounts, and ensure all information is secured
• Serve as the college counseling team office liaison to the SCOIR corporate team
• Attend annual virtual training and maintain and update office accounts as needed

ACCIS OA Association

• As a member, attend an annual in-person meeting
• Attend several luncheons throughout the year with other Atlanta-based managers
• Observe best practices set by the professional organization and continue to support the progress of evolving roles for college counseling office managers

Other duties

• Coordinate and/or assist, communicate, and provide logistical support in projects, events, and program planning that include Senior Orientation, College Day, the PSAT, and the annual Admission Summit 
• Prepare and maintain college counseling communications through MyLion Resource Tile, Padlet, hallway monitor, and daily bulletin
• Point person for purchases, especially made through Amazon 
• Responsible for all work orders and room reservations for all CC events
• Serve as support (backup) for advisory duties for all five advisories for the college counselors in their absence
• Be flexible and able to meet spur-of-the-moment demands 

Position Requirements: 

• A bachelor’s degree and at least two years of experience as an administrative assistant or office manager 
• The drive, organization, and flexibility to work in a fast-paced environment, contributing to the school community beyond the college counseling office
• Superior written and verbal communication skills
• Strong attention to detail and follow-through required
• Superior client service skills, both internally and externally
• Expert knowledge of Google Suite and Microsoft Office, including Word, Excel, and PowerPoint, with proficiency in typing
• Ability to handle multiple projects with deadlines at the same time
• Ability to work efficiently and accurately
• Ability to work as a team member and display positive behaviors
• Ability to be flexible and work on a variety of projects
• Resourcefulness with an ability to think ahead
• Willingness to do what is needed to get the job done
• Strongly prefer a candidate with experience working at a school
• Should be comfortable with conflict and be willing to hold firm to the office and school policy
• Must demonstrate professionalism, diplomacy, and a sense of humor, along with excellent listening skills 
• Must also honor confidentiality at all times 
• Superior client service skills, including the ability to be sympathetic to client concerns. At various times throughout the year, the employee is required to work outside of regular business hours for various job-related functions. The employee will receive as much advance notification as possible for these events and is required to attend them as part of their essential duties 
• Desire and ability to develop an atmosphere of trust and knowledge of students as individuals 
• Commitment to developing one’s own cultural self-awareness, cultural competence, and emotional intelligence 
• Ethical behavior, professionalism, and regular and reliable attendance

Physical Demands:

NOTE: The Lovett School employment process includes a post-offer drug (hair) test and background check. See the employment application for more information.

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, and talk or hear. The position requires frequent typing, at times for long periods of the day. The employee is occasionally required to stand; walk; reach with hands. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.