Program Assistant: College Access Program

Program Assistant: College Access Program


CollegeTracks seeks energetic, passionate, and highly skilled individuals to serve as Program Assistant for its Wheaton High School Access Program. The Program Assistant will work closely with the Program Director & Program Coordinator at Wheaton High School to deliver student services and ensure daily operations of CollegeTracks' college access program, which guides students and parents through the college search, application, standardized test preparation, financial aid, and transition to college processes. The Program Assistant will report directly to the Program Director.

The Access team works collaboratively to guide students and families through the following ten (10) milestones:

  1. Planning a Higher Education & Career Pathway
  2. Preparing for Standardized Tests
  3. Creating a College List
  4. Submitting College Applications
  5. Applying for Financial Aid
  6. Applying for Scholarships
  7. Deciding Which College to Attend
  8. Enrolling in College
  9. Selective College Options
  10. The College Application Process for Families

Key Responsibilities

Program Delivery

  • Assist the Program Director and Program Coordinator with:
    • Recruiting students into the program, with the goal of active and continuous engagement
    • Supporting and guiding volunteers’ work with students and completing projects
    • Coordinating logistics for standardized test preparation and registration for students (SAT and ACT, TOEFL, Accuplacer, etc.)
    • Providing college and career advising to students and families about the college admissions and financial aid process in a fast and complex nonprofit environment with multiple competing priorities
  • Facilitate workshops on key steps (“Milestones”) in the college application process and track individual student’s attendance and progress
  • Utilize computer and web-based tools (Excel, Salesforce, etc) to provide efficient individualized and group advising to students in an organized and detail-oriented manner
  • Utilize various popular social media platforms (e.g. Snapchat, Twitter etc.) and survey and marketing software (SurveyGizmo, Constant Contact, etc) for effective student outreach and program engagement
  • Maintain knowledge about colleges, scholarship opportunities, and local programs that best serve our student population Data Management & Analysis

Data Collection & Analysis

  • Assist team with accurately and effectively maintaining large amounts of data to track program activities and student outcomes by recording data in an online Salesforce database and student folders
  • Utilize data to identify students for various opportunities and manage communication and workflow with students

Internal Program Collaboration

  • Nurture collaborative relationships with CollegeTracks staff and volunteers
  • Work in concert with other CollegeTracks’ Access teams to update tools, develop strategies, and create solutions to meet student needs
  • Assist team in collaborating with CollegeTracks Success team to successfully identify, recruit, and transition high school seniors to the Success Program

External Partner Collaboration

  • Serve as a CollegeTracks champion with a wide range of audiences and communicate effectively (verbally and in writing) with these audiences
  • Work with Program Director and Program Coordinator to support relationships with high school administrators, counselors, teachers, and staff; community partners; and college admissions and financial aid staff, university administrators, and campus departments to increase opportunities and support services for CollegeTracks’ student population


  • Bachelors degree with coursework in social work, counseling, education or related fields
  • Working knowledge of college admissions, higher education (certificate, 2-year, or 4-year programs), college retention, and/or public school systems
  • Understands and values racial equity as an organizational operating principle and is committed to continued learning on issues related to race, equity, diversity, and inclusion
  • Proven interpersonal and relationship-building skills
  • Proven problem-solving, decision-making, and program coordination skills
  • Must be extremely organized and detail-oriented
  • Work experience in multicultural and multilingual student and family environments or with students in high school and college preferred

Other requirements

  • Sense of humor
  • Passionate about equal access to higher education
  • Willing to advocate relentlessly on behalf of our students
  • Access to reliable transportation and smartphone is required

Salary is $45,000 (non-negotiable).

How to apply

To apply for this position, please submit your Resume and Cover letter to TalentRemedy at Apply: Program Assistant or

Please submit:

  1. Resume
  2. Cover letter that explains how your skills and qualifications meet the position requirements

Please note: CollegeTracks will verify academic credentials before hiring. New hires will be required to submit fingerprints for criminal background checks.
*Resumes submitted without a cover letter will not be reviewed.  No phone calls, please

Equal Opportunity Employer

CollegeTracks understands and values racial equity as an organizational operating principle and is committed to continued learning on issues related to race, equity, diversity, and inclusion. We believe that diversity, equity, and inclusion among our team is critical to our success and mission. We seek to recruit, develop, and retain the most talented people from a diverse candidate pool. CollegeTracks is an Equal  Opportunity Employer and will not discriminate against anyone because of race, age, sex, color, sexual orientation, physical or mental disability, religion, ancestry, or national origin, marital status, genetic information, or political affiliation, or gender identity and expression. We encourage people from all backgrounds to apply for open positions.