College Counseling Assistant

Overview of School:

Sonoma Academy is an independent high school located in Santa Rosa, CA on a 34-acre campus, surrounded by 1,000 acres of protected open space, at the base of Taylor Mountain. Founded in 2001, it provides an engaging, challenging, and innovative college preparatory education and a supportive community for motivated learners from Sonoma, Napa, Marin, Lake, and Mendocino counties. The school currently serves 330 students in grades 9 through 12 and is increasing its enrollment each year. Of our 330 students, 31% self-identify as students of color and 6% of our students are international students. Our students come from 80+ middle schools, ensuring a broad mixture of students from all over the greater North Bay Area.

Our Mission: Sonoma Academy calls its students to be creative, ethical, and committed to learning. The school nurtures inspiring teachers and engages with the surrounding community, and its students communicate across cultures as they prepare to become leaders in a dynamic world.

Sonoma Academy's Commitment to Diversity: We believe that learning occurs best in a connected community. Diversity, equity, and inclusivity are essential to an education in which all members of our community thrive. We are committed to cultivating a diverse community that is conscious and welcoming of difference, dedicated to investigating and advancing equity, and engages with our local and global community. If you would like to join us in our work, we would welcome your application. As we are deeply committed to having a staffulty (staff and faculty) and student body which reflects the rich diversity within the North Bay, we strongly encourage candidates from BIPOC and/or educators from communities that are historically underrepresented to apply.

Position Overview & Compensation:

The College Counseling Assistant is appointed by the Head of School and reports to the Director of College Counseling in all matters concerning college counseling and standardized testing administration.

The start date for this position is January 5, 2026. This part-time, 11-month, position pays $27 - $31 per hour, commensurate with experience.

Responsibilities:

General

• Reflect the mission of Sonoma Academy to the members of the school community
• Provide administrative support to the college counselors
• Communicate effectively with counselors, administrators, staffulty, parents, students, and college representatives

Records and Data Entry

• File and organize electronic and paper documents and maintain files
• Provide and organize college resource material on a regular basis
• Assign, input, and update data in SCOIR and mySA platforms for all grade levels, including login, usernames, passwords, student/parent information, GPA, and standardized test scores (AP, PSAT, SAT, ACT)
• Coordinate accurate records of students' academic work with registrar and college counselors
• Manage scholarships database creation and upkeep
• Communicate with college and university admission offices regarding students' documents throughout the year
• Update college on contacts on a regular basis in SCOIR

Standardized Testing

• Serve as the school's testing coordinator for PSAT, SAT, and AP exams
• Responsible for organizing and administering the SAT and PSAT exams in October, SAT exam in March, and AP exams in May, as well as the practice ACT if necessary
• Assist eligible students with SAT, ACT, AP, and other test fee waivers
• Provide and organize testing information on a regular basis
• Update score reports on a regular basis in SCOIR
• Coordinate accurate records of students' testing with registrar and college counselors

Events

• Assist with planning and organizing college rep visits
• Manage the logistics of all college counseling related events and meetings (e.g., parent coffees, college night, financial aid night, college athletic night, college applications submission)
• Some evening events may be required

Other Responsibilities

• Assist in managing the timely completion of faculty letters of recommendation
• Work with college counselors in creating bi-monthly college counseling newsletter
• Update and maintain the college counseling website
• Research and support summer enrichment program and internship opportunities
• Other duties as assigned by the college counseling department

Required Skills and Experiences:

• Strong attention to detail
• Excellent time management skills
• Ability to work independently to meet deadlines
• Capacity to work in a fast-pace environment
• Bachelor's degree preferred
• 3-5 years of administrative support experience
• PSAT, SAT, and AP Coordinator experience preferred

Work Environment

This position operates in a professional, collaborative, office environment at a private, independent high school.

Physical Demands

• Ability to see at close distances and view a computer monitor
• Works in a traditional climate-controlled office environment

Interested candidates should submit a resume and cover letter through this portal.

Sonoma Academy is an equal opportunity employer. Sonoma Academy does not discriminate in employment opportunities or practices on the basis of race, color, religion, sexual orientation, national origin, age, or any other characteristic protected by law.