College Counseling and Davis Scholars Administrator

College Counseling and Davis Scholars Administrator

Full-Time, Exempt, 11-month position (August-June)

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.

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 that reflects the rich diversity within the North Bay, we strongly encourage BIPOC candidates and/or educators from communities that are historically underrepresented to apply.

For more information on programs and philosophy, please visit our website: www.sonomaacademy.org.

Position Overview:

Sonoma Academy is seeking a full-time, qualified, experienced candidate for the College Counseling and Davis Scholars Administrator role, beginning August 1, 2026. This position helps guide 9th and 10th grade students and families with course planning, enrichment activities, and standardized test preparation, as well as answer general questions about the college process. Additionally, this position oversees Sonoma Academy’s Davis Scholars Program by hosting educational programs for first-generation, college-bound students and their families throughout the academic year. We are looking for an experienced candidate who will guide students in the early stages of their college process and who is enthusiastic about working with first-generation students.

This full time 11-month position pays $85,000 – $98,000 per year, commensurate with experience.

Key Responsibilities:
9th & 10th Grade Student and Family Support

• Serve as the primary point of contact for 9th and 10th grade students and families on academic planning, college awareness, and long-term college preparation
• Develop and facilitate programming for 9th & 10th grade students and parents/guardians (e.g., transition-to-high school programming, four-year planning workshops, intro to college counseling presentations, standardized testing education, academic enrichment and summer opportunity guidance)
• Conduct individual and family meetings with 9th and 10th grade students as requested (spring semester)
• Support students in identifying academic, extracurricular, and personal growth opportunities aligned with their interests and goals
• Maintain accurate student records and counseling notes

Davis Scholars Student and Family Support

• Serve as the primary support person for Davis Scholars (Grades 9-12)
• Develop and coordinate programming focused on college access, belonging, and academic success
• Host educational workshops and celebration events for students and families
  • Alumni panel on first-generation college student experiences
  • Davis Scholars college night (fall semester)
  • Davis Scholars dinner celebration (spring semester)
  • Davis Scholars overnight camp out (spring semester)
  • Financial aid literacy and FAFSA/CSS Profile support
  • Merit scholarships and outside scholarship opportunities
  • Transition-to-college support
  • Building relationships with community-based organizations to expand opportunities for students

Testing Coordination (PSAT, SAT, AP)

• Serve as Sonoma Academy’s primary testing coordinator for PSAT, SAT, and AP tests
• Coordinate all logistical aspects of standardized testing administration (e.g., registration process, ordering materials, room assignments and proctor scheduling, compliance with CollegeBoard policies and procedures, coordinate billing with Business Office, communication with students, families, and staffulty)
• Collaborate with Director of Learning Support Services to ensure testing accommodations are properly implemented
• Manage testing calendars, deadlines, and reporting requirements
• Oversee test-day operations and work with IT team to troubleshoot technical issues
• Maintain accurate test score reports in Scoir

College Rep Visit Coordination

• Coordinate and manage all college rep visits at Sonoma Academy
• Serve as the primary liaison between college admissions offices and Sonoma Academy
• Schedule visits and maintain the rep visit calendar in Scoir and Sonoma Academy’s master calendar
• Communicate rep visit days to students and staffulty
• Prepare hospitality and logistical arrangements for reps (i.e., individual parking sign, meeting space, goodie bags)
• Meet with reps and take notes if no student signs up for a visit
• Update rep contacts in Scoir

Administration & Operations

• Assist with transcript processing and submission of supporting documents to colleges and scholarship organizations
• Support with Cal Grant GPA verification and UC Eligibility in the Local Context submission
• Attend Calendar Management Group (CMG) weekly meetings
• Coordinate college counseling calendar and event logistics
• Manage office scheduling and appointment coordination
• Assist in planning college nights, parent education events, workshops, and special programs
• Maintain and order office supplies for the college counseling team
• Perform other duties as assigned by the Director of College Counseling

Qualifications:

The ideal candidate will possess a combination of education, training, and professional experience that demonstrates the knowledge, skills, and abilities needed to successfully perform the essential functions of the position.

Required Qualifications

• Minimum of three (3) years of experience in student advising, college counseling, academic counseling, educational programming, college admissions, youth development, or a related field
• Demonstrated ability to build meaningful relationships with students and families from diverse backgrounds and lived experiences
• Excellent verbal and written communication skills, including the ability to listen actively, communicate with empathy, and engage effectively with a wide range of stakeholders
• Demonstrated leadership, facilitation, and program coordination skills
• Strong collaboration skills, cultural humility, and a commitment to fostering an inclusive and supportive educational environment
• Outstanding interpersonal skills, sound judgment, and the ability to maintain confidentiality and handle sensitive information with discretion
• Excellent organizational and time management skills, strong attention to detail, and the ability to manage multiple priorities and deadlines
• Adaptability, initiative, and enthusiasm for working with adolescents and supporting their academic and personal growth

Proficiency with technology and database systems, including the ability to learn and utilize student information and college counseling platforms. The following are strongly preferred:

• Spanish language proficiency (written and spoken)
• Experience coordinating PSAT, SAT, and AP exams
• Experience working in an independent school, secondary school, college access, or higher education setting

Perks of working at SA:

• Comprehensive benefits package, including health, dental, and vision insurance for employees with several plan options to meet individuals’ specific needs
• Generous retirement plan contribution
• Commitment to professional development, including generously funded training opportunities and a dedicated “exploratory fund” of $450 annually for learning opportunities unrelated to work
• Healthy and nutritious lunch service offered at no cost to employees during the school year (when on campus and our kitchen operational)
• A professional work environment defined by teamwork, collegiality, trust, agility, and altruism

Work Environment

• This position operates in a professional office environment at a private, independent high school
• This is a full-time position with occasional evening and weekend work

Physical Demands

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

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.