Position:                 College Counseling Coordinator

Reports to:             Head of Admission and College Counseling

Date Written:         February 2025

Status:                     Non-Exempt (Hourly) 12-month

Pay Scale:               $30/hr.

Contact:                  Maude_Bond@cate.org, 917-971-9628

About Cate School:
For over 100 years, Cate School has blended East Coast tradition with West Coast innovation, fostering an environment where motivated, independent-minded students thrive. Our residential life is designed to promote well-being and leadership through self-discipline and service. Students engage in a rigorous, inquiry-driven curriculum that challenges them to grow academically, personally, and socially. Alongside their academic pursuits, they participate in extracurricular activities ranging from athletics and drama to music, dance, community service, and an expansive outdoor program. Cate School’s curriculum includes over 50 honors and advanced courses to support the most ambitious students. Our ideal applicants are not only academically driven but also possess impeccable character, curiosity, and a willingness to embrace responsibility and independence.

Cate School offers competitive compensation, informed by industry data from organizations such as NAIS, CAIS, and NBOA. The final salary is determined based on relevant experience and internal equity.

Position Purpose:
The College Counseling Coordinator is an integral part of the College Counseling team at Cate School. Reporting to the Head of Admission and College Counseling, this role is responsible for managing the day-to-day administrative operations of the College Counseling Office. The College Counseling Coordinator ensures the efficient execution of key tasks, from managing events to maintaining essential systems. A key player in the office’s collaborative work, the College Counseling Coordinator also supports the planning of initiatives like the Spring Break College Tour, Family Weekends, and our signature Case Studies Program. This position is also vital to managing the administration of the SAT/PSAT for Cate students on campus and assisting students in registration for the ACT off campus.

All Cate Employees live up to the following Essential Expectations: 

Overtly support and act according to the school’s mission and values.
Foster a safe, predictable, and supportive environment for employees and students.
Interact with colleagues in a respectful and collegial manner that fosters a healthy culture for living, learning, and working together.
Demonstrate commitment and courage in service of building our school culture where diversity is affirmed and supported.
Demonstrate appropriate planning and preparation to meet the complex and evolving needs of your role.
Uphold professional standards of predictable presence, reliable responses, and relational trust.
Appropriately steward strategic and special projects associated with role or team.
Honor the confidentiality of School, student, and family information.
Comply with policies and procedures as articulated in the School’s Employee Handbook.
Authentically engage in self-reflection in service to professional growth and adapting to the evolving needs of the school.
Major Responsibilities:
Welcoming Presence: Serve as the first point of contact for students, families, and visitors to the College Counseling office, ensuring a professional and friendly atmosphere.
College Counseling Administration:
Provide assistance to the Head of Admissions and College Counseling with ongoing projects and daily tasks
Collect, maintain, and promote information about summer programs; coordinate visits from off-campus program representatives.
Manage and submit materials on behalf of students to programs like the Cal Grant and the National Hispanic Recognition Program.
Draft and send emails to parents and students regarding upcoming events, college visits, deadlines, and other college-related matters.
Organize and maintain the College Office calendar with a focus on hosting college admissions officers
Event Coordination:
Coordinate the Fall College Quest; our outings week college tour of SoCal colleges.
Assist in planning and executing the Spring Break College Tour and coordinate logistics for all College Office travel and activities.
Organize and maintain College Counseling bulletin boards, updating them throughout the year and for Commencement weekend.
Schedule college admissions representative visits, promoting daytime visits and college nights for students and parents.
Financial & Administrative Duties:
Reconcile and submit monthly College Counseling Office credit card reports.
Manage and track the College Counseling Office budget, ensuring expenses are within allocated limits.
Monitor and address any maintenance and improvement needs for the College Counseling office.
Data Management & Reporting:
Maintain and update the College Admission Contacts database.
Assist in the creation and distribution of surveys (e.g., Junior Questionnaire, Parent Questionnaire, Senior Exit Survey).
Support the maintenance of student data across platforms such as Google Drive, SLATE, Schoology, SCOIR, and others.
Organize and submit supporting documentation for the completion of college applications including transcripts and letters of recommendation
Archive graduate data, including transcripts, test scores, GPA, school letters, and matriculation details.
Additional Responsibilities:
Assist with organizing key College Counseling events, including Senior Application Day, Case Studies Program, and Family Weekend programming.
Manage college-related mail, ensuring timely distribution and follow-up.
Assist in the coordination of senior Outings Week plans and any other College Counseling-related initiatives as needed.
Perform any other administrative duties that may arise in support of the College Counseling team and school-wide initiatives.
Organize all coordination for SAT tests on campus, assist in SAT and ACT registration, and serve as liaison to College Board and ACT organizations.
Successful candidates will demonstrate their ability to meet these expectations through the following core competencies:

Project Management: Ability to lead and execute complex projects to achieve goal attainment by prioritizing activities, assigning responsibilities in accordance with capabilities, monitoring progress, and evaluating impact.
Quality Results: Ensures high-quality results on projects/tasks, meets deadlines, and attends to details. Takes responsibility for the quality of work and achieves results with little oversight.
Communication: Exceptional ability to articulate thoughts and express ideas effectively using oral, written, visual, and non-verbal communication skills, as well as deep listening skills to gain understanding.
Cultural Competence: Possesses and applies the skills, values, and principles that acknowledge, respect, contribute, and work effectively across cultural differences. Recognizes the unique values, perspectives, strengths, and challenges of every person who comes to the Cate community.
Emotional Intelligence: Demonstrates high levels of self/social awareness, self-management, empathy, and curiosity.
Relationship Management: Positively collaborates and builds/maintains authentic and trusting relationships. Demonstrates high levels of discretion.

Qualifications:
Education: Associate’s degree required; Bachelor’s degree preferred
Experience: At least 2-3 years in an administrative or office management role, ideally within an educational or customer service environment.
Skills: Technologically proficient in data management systems (Cate uses Veracross), Google Drive, Excel, Word, PowerPoint, and other related tools.
Additional Skills: Fluency in Spanish is a plus.

Interested candidates should send a CV and two letters of reference to Maude Bond, maude_bond@cate.org, and Yutopia Essex, yutopia_essex@cate.org.