DEPARTMENT: College Counseling

REPORTS TO: Director of College Counseling

FLSA STATUS: Non-Exempt (hiring for the 2024-2025 school year)




Hathaway Brown School is seeking a full-time AP/PSAT 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.


  • 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 Scoir, 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 scheduling of 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.


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.


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.



  • Competitive salaries for Independent Schools

  • Comprehensive medical, dental and vision package, 403(b) plan with matching

  • Employer covered life insurance

  • Employee Assistance Program

  • Voluntary insurance offerings: additional life, accident, critical illness, 

  • Professional development program

  • Wellness credit

  • Collaborative teaching environment with seasoned professionals


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 on 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.


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.


Interested candidates should email a resume and cover letter to If you have any questions you may contact Meredith Cavell, Director of Human Resources at 216-320-8112.

Hathaway Brown School
19600 North Park Boulevard
Shaker Heights, OH 44122 


Link to Job Description

Learn More about Hathaway Brown

Signature Learn For Life Approach

HB is a top-ranked girls school because our signature approach, facilitated by extraordinary educators, empowers girls (and boys in Early Childhood) to take ownership of their education and achieve their utmost potential.

Professional Development

“We learn not for school," is more than the school’s motto. Every faculty and staff member is empowered to pursue professional development. Because of an investment in lifelong-learners, HB is a leader in girls’ education. Learn more about our robust PD opportunities, including international experiences to enhance the classroom.

Strategic Plan

HB is nationally regarded as a defining voice in girls’ education, setting the highest standards for distinguished academics and empowering girls. The strategic plan lists our goals for continued innovation and excellence in education. 


We hope to meet you in-person for an interview. Until then, take a virtual tour of our 16-acre Shaker Heights campus. Amenities include an aquatics center, on-site infant and toddler center where many faculty and staff children learn and grow together, and a dining hall where you can enjoy healthy and free lunch daily. 


HB is a celebrated community of faculty, staff, students, families, and more than 4,000 alumnae across the globe. We have varied life experiences, contribute diverse points of view, and enrich our learning environment. Learn more about our commitment to DEI.

HB Magazine

Our marketing and communications team along with the alumnae engagement office produce an award-winning magazine. Each publication features thought-provoking articles about Hathaway Brown and other relevant topics. Read the latest issue or visit our newsroom for blog posts and videos.