Assistant to the Associate Head of School, Dean of Students

and Dean of Residential Life

Typical schedule is Monday, Tuesday, Thursday, Friday 8-4:30 and Saturdays 8-4:30

 

The Deans’ Office works as a cohesive team in a discreet fashion with a high regard for confidentiality.  The Assistant provides general support for the Deans’ Office, while maintaining a strong customer service environment for visitors.

The Assistant also provides support specifically to the Associate Head of School, Dean of Students (DoS), and the Dean of Residential Life (DoRL) including greeting and screening visitors, screening and referring telephone calls, answering questions and providing information; processing varied forms, data entry and correspondence for the Deans. The Assistant presents a positive, professional image of The Hotchkiss School to visitors, staff, faculty, and students.

DUTIES AND RESPONSIBILITIES:

Associate Head of School, Dean of Students Support

• Provides administrative support in all aspects of student life,
• Tracks students Main Building clean-up schedule/participation,
• Tracks day students driving permissions,
• Coordinates student vacation bus transportation,
• Prepares check-in/departure documents,
• Inputs, reviews, and edits information in Minerva, when necessary,
• Assists with coordination of events and programming with other offices within the School.

Dean of Residential Life Support

• Provides administrative support in all aspects of dormitory life,
• Assists with dorm rooming assignments (collecting, organizing and imputing data into various computer systems),
• Provides administrative support for the Proctor selection process,
• Takes minutes for dorms heads’ meetings,
• Creates, disseminates, and tracks various student surveys,
• Assists with administrative aspects of Residential programs and events (i.e.: order food, reserve venues, coordinate with other offices within the School, etc.,)
• Distributes dormitory memos/reminders/duties,
• Tracks refrigerator permissions,
• Prepares check-in/departure documents.

 

Deans’ Office Support, and general support for the DoRL and DoS

• Maintains tickler file and anticipates tasks needing completion,

• Inputs, reviews, and edits information in Minerva, when necessary,
• Reads and responds to emails promptly,
• Provides statistical reports,
• Maintains files in an orderly and efficient manner and manages retention and retrieval of support documents,
• Drafts and edits letters and correspondence,
• Assist in greeting visitors to Deans’ Office,

• Cross trains in other administrative support roles, including but not limited to:  attendance, Minerva and additional areas to support the Administrative Assistant to the Deans,
• Assist with Lost & Found,
• Aid the Excuse Office with weekend requests,
• Support the Head of School’s Office and Associate Director of School Operations,
• Performs other duties as needed and assigned.

 

SKILLS AND EXPERIENCE REQUIRED:

• Bachelor’s degree or combination of education and work experience in related field.
• Must possess the ability to maintain the highest level of confidentiality and the ability to work discreetly with sensitive information.
• Must possess a very strong attention to detail and accuracy.
• Must possess strong analytical and problem solving skills.
• Strong organizational and time management skills, enabling independent multi-tasking with minimal supervision.
• Must possess excellent interpersonal and communication skills.
• Excellent telephone and customer service skills.
• Fantastic customer service ethic and high expectations for quality.
• Proficient using Windows operating system and aptitude for learning new technology.
• Familiarity with MAC operating systems.
• Proficient using Google (docs, drives, surveys, email, etc.).
• Proficient in mail merges.

PHYSICAL CONDITIONS:

• Office environment
• 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.