Empowered girls
Empowered girls
Empowered girls
Empowered girls
Empowered girls

Job Title:           College Board Testing Coordinator & College Counseling Assistant

Reports to:        Director of College Counseling

FLSA Status:     Non-exempt, 10 month position


Hathaway Brown School is seeking a full-time College Board Testing Coordinator/College Counseling Assistant. This individual ensures that everyone (the Coordinator, teachers, students) follow all policies and procedures outlined by the College Board and coordinates administration of all APs/PSATs prior to, during, and after the exam. As college counseling assistant, this individual provides administrative support to the Director and Associate Directors of College Counseling, as well as to the Academic Dean/Registrar. The individual works directly with students, faculty, parents, college admissions representatives, and the College Board.

Essential Duties and Responsibilities include but are not limited to:

  • Manage the successful planning, administration, and troubleshooting of 17 different AP exams, including:  registration and order process;  assisting faculty with setup of AP Classroom; the receipt, storage, distribution, administration, security, and return of AP Exam materials; the collection of fees and submission of final payment to the AP Program.
  • Prepare testing spaces, staff, students and materials in advance of AP/PSAT test administration. Approximately 300 students take the PSAT and HB typically administers 425-450 AP exams annually.
  • Oversee AP/PSAT administration days.
  • Collaborate with the SSD (Students with Disabilities) Coordinator and IT department as needed.
  • Attend College Board webinars to assure understanding and implementation of College Board policies; communicate updates to administration and faculty.
  • Coordinate National Merit applications and keep track of all National Merit correspondence.
  • Maintain student information on our college admissions platform.
  • Keep track of college application requests and work with faculty on letter of recommendation deadlines.
  • Schedule and advertise college admission representative visits and communicate updates to counselors; greet visitors in a welcoming and pleasant manner. 
  • Prepare weekly updates for Upper School Updates Newsletter, informing students and their families of special opportunities such as college fairs, visiting college representatives, scholarships, and summer experiences.
  • Track and file completed student assignments for Junior and Senior Forum classes; coordinate Forum materials as needed.
  • Facilitate College Office events and activities -- evening and weekend programs -- and enter in school scheduling software; coordinate with Dining Services and the IT Department as needed.
  • Process requests for scholarship applications. 
  • Assist Upper School Academic Dean with transcript requests, graduation verification, course selection preparation, and transcript updates.
  • Organize budget files, and maintain records of expenditures; order supplies/manage subscriptions as needed.
  • Arrive early and stay late on AP/PSAT exam days.
  • Learn the ins and outs of the HB Upper School experience in preparation for mentoring a small group of students. Occasionally assist as a floating substitute for Upper School non-AP classes.
  • Other duties as assigned.


The Testing Coordinator/College Counseling Assistant is an integral part of the Upper School. The qualifications listed are representative of the knowledge, skill, and/or ability required. The successful candidate will possess:

  • exceptional organizational skills.
  • skill at working in a fast-paced environment with frequent interruptions.
  • the ability to plan ahead for and meet strict deadlines.
  • an ability to prioritize the workload.
  • the ability to juggle competing priorities simultaneously with an upbeat demeanor.
  • the highest level of professionalism and confidentiality.
  • honesty, integrity, and maturity.
  • the ability to work both independently and collaboratively.
  • an exceptional eye for detail.
  • strong computer skills, particularly in Google Docs, Google Sheets, Google Calendar.
  • the ability to learn new software platforms quickly.
  • the ability to troubleshoot and problem solve.
  • enthusiasm in working with teenagers.

To perform this job successfully, an individual must be able to perform essential job functions described in the job description. Reasonable accommodations may be made to enable individuals with disabilities to apply and/or perform the essential functions.

Disqualifications Per The College Board

The AP Coordinator/PSAT Coordinator cannot:

  • have an immediate family or household member taking an AP Exam/PSAT at HB or at any other school.
  • be employed at a test preparation company.
  • participate in any coaching activity that addresses the content of College Board tests.
  • be the AP coordinator in the year they are an AP teacher.

Education and Experience

Bachelor’s degree required as well as three years of work experience in a professional setting. Experience working in a school environment with teenagers is preferred.

About Hathaway Brown

Hathaway Brown School has a rich 146-year history of educating and empowering girls. As Ohio’s oldest continually operating college-preparatory for girls, Hathaway Brown has earned a reputation for academic excellence and innovation in the region and around the country. Home of the Learn for Life signature approach, Hathaway Brown has long been devoted to a fusion of cutting-edge curriculum and experiential learning. Our approximately 850 students and 225 faculty and staff come to Hathaway Brown from 89 different communities in Northeast Ohio, and enjoy our stunning 16-acre campus in Shaker Heights, Ohio – just minutes from the cultural attractions of downtown Cleveland.

Diversity, Equity, & Inclusion 

Hathaway Brown School is committed to building a diverse, equitable, and inclusive learning community through our admission policies, hiring practices, professional development, curricular and extracurricular programming, and school culture. We believe that these communities must be centered in the work we do. Hence, we strongly encourage applications from people who are members of other marginalized communities. Click here to be directed to our full DEI Statement.

To Apply

Interested candidates should send cover letter and resume (preferable by email) to:


Hathaway Brown School,19600 North Park Blvd., Shaker Heights, Ohio 44122


Printable Job Description