College Counseling Assistant & Testing Coordinator (Position begins with the 2026-2027 school year)

College Counseling Assistant & Testing Coordinator (Position begins with the 2026-2027 school year) Carrollwood Day School - 3.9 Tampa, FL Job Details Full-time 1 day ago Benefits Paid time off 401(k) matching Qualifications Bachelor's degree Office management Full Job Description Position begins with the 2026-2027 school year Carrollwood Day School is seeking a dynamic administrative professional to support our College Counseling team. The ideal candidate is a highly organized, systems-oriented professional who finds joy in the details—whether it's auditing a transcript for 100% accuracy or flawlessly executing the logistics of an event. They are a workflow optimizer who uses technology to make information accessible and the department more efficient. This is a positive and pro-active individual who will embrace the customer service mindset of working within an independent school. Carrollwood Day School (www.

CDSPatriots.org) is an innovative International Baccalaureate (IB) independent school located in North Tampa, FL. Since the inception of CDS in 1982, we have prided ourselves on being a community of learners. We have grown from a preschool into a comprehensive program serving more than 1,200 students from age two through 12th grade. Carrollwood Day School stands out as a leader in its commitment to educating the whole child and is recognized nationally for its academic excellence and its school-wide emphasis on character development. Outside the classroom, our students are engaged in a multitude of athletics, arts, and extra-curricular programs. In short, we have

PATRIOT PRIDE

in everything we do at CDS. The vision of Carrollwood Day School is to build a community prepared and inspired to better the world. As an IB World School, we cultivate principled entrepreneurial thinkers for a global society by enriching the mind, strengthening the character, and inspiring the passions of our community. Carrollwood Day School embraces and celebrates the rich diversity of our students, employees, and families from all backgrounds. As an International Baccalaureate continuum school, CDS strives to create a supportive and inclusive learning environment where each person is valued. We work to intentionally develop cross-cultural competency and appreciation of differences within all constituents. We value the influence of a wide range of experiences and perspectives in our classrooms, relationships, and interactions as we prepare our students to contribute to a diverse and interconnected world. Carrollwood Day School is one of only 36 independent schools in the United States to offer the full curriculum/continuum of IB programmes from early childhood through college prep (PYP, MYP, and DP). In 2019, CDS was honored to become one of only 15 U.S. schools to earn membership in the Cum Laude Society and also offer an International Baccalaureate education. In 2022, CDS was welcomed into the prestigious Round Square organization. In 2023, CDS was awarded the Florida and National School of Character Designation for the second time. Understanding that a team of talented, supported, and growth-minded faculty and staff is what leads to student success, the first pillar of our strategic plan is to become the destination school for exceptional educators in the Tampa Bay region. Want to join our team and better the world?

Position Purpose:

As a cooperative member of the College Counseling Department, support the work of the Director, three Associate Directors, and the students we serve. The College Counseling Assistant & Testing Coordinator serves as the front office contact, testing coordinator for the Upper School, and provides administrative support for the office.

Essential Responsibilities:

Support and advance the Mission of the School. Serve as the ambassador and primary communication liaison for the College Counseling department. Greet and field questions from students, families and guests, answer phones and emails, and follow up with the appropriate counselor/answer. Assist the Director of College Counseling, three Associate Directors of College Counseling, and students with all facets of the college application process including but not limited to uploading official transcripts and standardized test scores, answering student/parent/faculty inquiries, managing the letter of recommendation process, and the establishment of Scoir accounts for all students. As the primary communication liaison, promptly promote and provide valuable information before and after College Counseling events to both students and families. This individual will track important deadlines related to testing, college application submissions, and frequent Schoology posting and emails to remind families of pertinent information related to the college admission process. Develop functional and attractive displays surrounding the office including bulletin boards, a visual calendar, college visit slideshow, and accepted student slideshow. Coordinate with the IT department on these visual displays while supporting the college counseling team with presentation creation, print materials, coordination of room reservations, and food service for multiple events held throughout the school year. Coordinate logistics for all departmental events including but not limited to college counseling coffees, grade level presentations, and college representative visits. Responsible for ordering supplies and assisting with room/classroom reservations. Responsible for the Bright Futures application process and input of student transcripts and service hours into the counselor platform. Learn the Scoir software system to manage transcripts, teacher recommendations, college counselor recommendations, and testing information.

As the testing coordinator:

Administer, set up, and coordinate the following exams: PSAT, Pre-ACT, ACT, SAT, and Advanced Placement. Execute and organize a weekly testing hall for students taking makeup exams Provide assistance with proctoring midterm and final exams. Testing requires significant weekend commitments (estimated 10-12 Saturdays) ACT and College Board provides additional compensation for this required work. Manage the letter of recommendation request process for juniors, and organize the submission of all letters of recommendation in the fall for seniors. Conduct outreach to faculty and staff regarding letter of recommendation writing training. Performs any other related duties as assigned by the Director of College Counseling or other appropriate administrator. Be an active member of the College Counseling Department, the Upper School team, and the greater CDS community by attending staff development programs, staff meetings, faculty meetings, periodic evening/weekend commitments, and other professional development opportunities (when required or requested). Model and foster non-discriminatory practices and a global mindset. Be a role model of integrity and professionalism adhering to school policies as described in the Employee Handbook. Be a team player; cheerfully participate in and/or assist with pick-up and drop-off, lunch duty, assemblies, field trips, open house, and other duties and routines regularly part of a K-12 school environment.

Qualifications, Skills, and Attributes:

Bachelor's degree required Strong office management and organizational skills required Strong proficiency in the Google suite of products (docs, sheets, drive, classroom, etc.) and comfortable and adept with changing technology Experience with SIS or LMS platforms preferred Must be positive, professional, and collaborative, with an ability to work both independently and with multiple staff members on a variety of projects simultaneously Ability to prioritize a number of projects, assimilating information with accuracy and consistent attention to detail, and meet or exceed schedules and deadlines Must demonstrate patience, empathy, and sensitivity Strong work ethic and sense of personal responsibility; ability to handle confidential and sensitive information with discretion Effective presentation skills with varied audiences: students, faculty, and parents Self-starter with excellent problem-solving skills Demonstrate a "How can I help?" customer service demeanor Be available and willing to attend occasional evening and/or weekend events A high degree of professionalism, collegiality, and personal conduct both in and outside of school Have an interest in engaging with the greater CDS community beyond the traditional school day Ability, willingness, and judgment to interact and communicate effectively and positively with all constituents in a school environment Enthusiasm and commitment to the vision and mission of the School This is a full-time "10+" position, which means that the person works the regular faculty 10 month schedule, plus one full week prior to faculty returning in the fall, one full week after the faculty are dismissed for the summer, and one additional week (mutually agreed upon with your supervisor) during the summer. Compensation includes salary, comprehensive insurance benefits, 401K with immediate employer match, professional development opportunities, very generous paid time off, and tuition remission for accepted/enrolled children/students. Interested candidates should send a resume and letter of interest to Drew Guarino, Director of College Counseling