Department:  Deans’ Office

FLSA:             Non-exempt

Reports to:   Dean of Students

Schedule:     Full time, calendar year

Typical schedule: 8:30 am-5:00 pm Mon, Tue, Thurs, Friday and 8:00 am - noon on Wednesdays and Saturdays (during academic year).

Availability for occasional important campus events such as Orientation, Family Weekend, Graduation, etc.

Must be able to work occasional overtime.

Travel:           Rare

 

POSITION SUMMARY:

The Administrative Assistant will primarily work with the Dean of Students and the Dean of Residential Life.  As part of a team that includes all areas of student life, the Administrative Assistant will also assist Class Deans and the other faculty in the Deans’ office as the need arises.  

The Assistant is responsible for helping the Dean of Students and others on the team with specific data management, creation and organization of correspondence, attending meetings and producing minutes, organizing procedures related to student travel, student attendance and tracking, dorm room assignments as well as calendar management, respond to phone calls and information requests.

The Assistant will also serve general reception function as needed: greeting students and others who come to the Deans’ office: a central campus point of contact for those who need information.

The Assistant presents a positive, professional image of The Hotchkiss School to students, visitors, staff and faculty.

 

PRIMARY DUTIES AND RESPONSIBILITIES

• Provide administrative support to the Dean of Students and the Dean of Residential Life,

• Screen, answer and refer calls as appropriate,

• Draft and edit correspondence as requested,

• Manage calendars,

• Assist with budget management,

• Develop and maintain databases (including student surveys),

• Attend meetings and keep minutes,

• Assist with the recruiting process for proctors (residence hall student proctors): collection of applications, organization of interview, selection, and training events,   

• Keep reminder system in place to prompt faculty and students about travel logistics (e.g., school breaks),  

• Serve as receptionist in coordination with other Administrative Assistants,

• Work with the Excuse Office and others on student leave requests (weekends),

• ​Additional duties and responsibilities as needed and assigned.

 

SKILLS AND EXPERIENCE REQUIRED:

• Bachelor’s degree or the equivalent in experience preferred.

• Ability to work collaboratively with others.

• Ability to work with students in a high school environment, their families, and faculty.

• Must possess the ability to maintain the highest level of confidentiality and the ability to work discreetly with sensitive information.

• Strong organizational and time management skills, enabling independent multi-tasking with minimal supervision.

• Proficient in Microsoft Office, Excel, Word, Google applications, database management and exhibit an interest and ability to learn new data collection programs.

• Knowledge of and experience with e-communications.

• Basic accounting skills.

• Ability to read budget sheets, interpreting and utilizing spreadsheets.

• Strong communication skills, both oral and written.

• Strong organizational skills and attention to detail.

• Excellent customer service skills.

PHYSICAL CONDITIONS:

• Office environment

• Occasional bending, reaching, stooping

• Repetitive motion (use of computer keyboard)

 

ADDITIONAL INFORMATION:

The essential functions and basic skills have been included.  It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities.  Additional functions and requirements may be assigned by supervisors as deemed appropriate.

The Hotchkiss School does not discriminate on the basis of age, gender, religion, race, color, sexual orientation, gender identity, genetic information, disability, or national or ancestral origin in the administration of its educational policies, scholarship and loan programs, athletic and other School-administered programs, or in the administration of its hiring and employment practices.

The Hotchkiss School is a tobacco-free environment.

Qualifications

Education

Preferred