The Hotchkiss School

Administrative Assistant, Deans’ Office  

Position Description

Department: Deans Office

FLSA: Non-exempt

Reports to: Dean of Students

Schedule: Full time staff, calendar year (12 months).

Typical schedule: 8:00 am-5:00 pm Monday-Friday and every other Saturday with Wednesday off.

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

Must be able to work occasional overtime.

 

Travel: N/A

POSITION SUMMARY:

The Administrative Assistant provides general administrative support to the Deans’ Office and specifically provides support to the four Class Deans. They perform a variety of administrative duties associated with meeting the needs of students and faculty who come to the centralized office that handles student life logistics. The Assistant presents a positive, professional image of The Hotchkiss School to students, visitors, staff and faculty.

 

The position calls for flexibility, excellent interpersonal skills, strong technical skills, project coordination experience, and the ability to work well with all levels of internal employees, student and parents. Strong computer skills, as well as sensitivity to confidential matters, are required.  The Administrative Assistant will have the capability to adapt as the needs of the School and Department evolve.

 

ESSENTIAL FUNCTIONS:

• Performs general reception duties including greeting visitors, answering inquiries and directing toward information needed.
• Facilitates efficient, accurate and customer-friendly communications/interactions with internal and external customers (faculty, staff, students, parents).

• Provides administrative support for the Class Deans.
• Schedules meetings and maintains calendars.
• Screens, answers, and refers calls as appropriate.
• Drafts and edits letters and correspondence.
• Assists with administrative aspects of School programs and events.
• Assists in managing student transportation logistics.
• Maintains files in an orderly and efficient manner and manages retention and retrieval of support documents.
• Maintains an organized calendar of tasks and projects.
• Maintains procedural documentation for all responsible tasks.
• Inputs, reviews, and edits information in Minerva (school records system).
• Performs other related duties as needed and assigned.

 

QUALIFICATIONS:

• 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 interpret and utilize spreadsheets.
• Strong communication skills, both oral and written.
• Excellent telephone and customer service skills with attention to responsiveness.
• Strong organizational skills and attention to detail.
• Excellent customer service skills.

 

PHYSICAL CONDITIONS:

• Office environment with periodic high volume use by students and others, shared office space.
• 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 is an Equal Opportunity Employer.

The Hotchkiss School does not unlawfully 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

Please apply at the link below 

https://recruiting.ultipro.com/HOT1004HOTCH/JobBoard/10eeab0e-8a43-4942-8dd7-bc2aac2ef26d/OpportunityDetail?opportunityId=0ed231c5-c990-4d56-8907-b8a1dc2dbbae