College Counseling & Academic Planning Office Manager

Our Mission

Our School, founded on Jewish values, is about who our children can become and how they can help others become who they might be. Because the world our children will create tomorrow is born in the school we build today, our mission is to educate our children so they can surpass us.

Milken Community School seeks a College Counseling & Academic Planning Office Manager. The Office Manager oversees the administration, systems, data, and operational workflows of the department and is accountable for continuous improvement and the quality, ensuring a seamless, student-centered experience throughout the college counseling and academic planning process. This role reports to the Director of College Counseling & Academic Planning and works in close partnership with the wider Office Management Team.

The Office Manager is a highly visible, customer-facing role that requires excellent judgment, discretion, and professionalism, and represents the school with exceptional service and operational excellence.

Office & Operations Management

• Manages the day-to-day operations of the College Counseling & Academic Planning Office, ensuring smooth, efficient, and student-centered workflows.
• Serves as the primary point of contact for all inquiries related to college counseling and academic planning, responding promptly and professionally and triaging communication as appropriate.
• Manages office systems, calendars, and scheduling for five full-time college counselors and academic planners.
• Maintains and continuously improves office procedures, documentation, and shared resources to ensure consistency and operational clarity.

Systems, Data & Records Management

• Serves as the primary owner and administrator of all college counseling and academic planning systems and databases, including Scoir and relevant Blackbaud interfaces, with responsibility for data integrity.
• Oversees the setup, maintenance, integrity, and reporting of student records, transcripts, test results, recommendation materials, and application-related documentation in conjunction with the school Registrar.
• Manages annual system updates, workflows, calendars, permissions, and data audits to ensure accuracy and alignment with departmental and institutional needs.
• Produces reports, data analyses, and process insights to support counseling strategy, institutional planning, and continuous improvement.

Family, Student & External Engagement

• Welcomes and greets students, families, faculty, staff, and college representatives, serving as the public-facing ambassador and sets/maintains customer service standards for the department experience.
• Oversees the college representative visitation program, including scheduling, communication, logistics, attendance tracking, and coordination with faculty and security.
• Maintains up-to-date information on summer programs, local events, college visits, and external opportunities relevant to students and families.
• Conducts mock interviews with students as part of departmental programming.

Programming, Events & Communications

• Manages logistics and execution for college counseling programming, including sticking to timelines, group sessions, testing days, grade-level family events, and evening/weekend programs.
• Coordinates event registration, attendance tracking, space reservations, and on-site logistics in collaboration with campus partners.
• Gathers, organizes, and prepares information for college counseling publications, presentations, and communications.
• Assists with updating, revising, and maintaining college counseling and my Milken web pages and digital resources.

Budget & Resource Management

• Owns the departmental budget, including expense tracking, reconciliation, vendor coordination, and alignment with institutional financial processes.
• Procures office supplies and materials and manages travel and professional expense reconciliation for college counseling staff.
• Ensures accurate, timely budget reporting and documentation in collaboration with Finance and divisional partners.
• Other duties as assigned.

• Commitment to Milken’s mission and values.
• Bachelor’s degree required; advanced coursework…