Administrative Specialist

Position: Administrative Specialist Deans Office

Department: Deans Office

FLSA: NonExempt

Designation: Staff .75 FTE

Reports to: Dean of Student Life

Travel: Rare

Housing: N/A

Schedule: Monday Friday and every other Saturday 32 hours/week

10month schedule generally late August to early June

Scheduled to work during important campus events including student arrivals/departures Orientation Family Weekend Graduation etc. Must be able to work occasional overtime.

POSITION SUMMARY

The Administrative Specialist provides general administrative support to the Deans Office. More specifically the Administrative Specialist will primarily work with the Associate Dean of Student Life and provide assistance to the Class Deans as assigned. They perform a variety of administrative duties in a centralized office that handles student life affairs and logistics. The Administrative Specialist capably anticipates and manages cyclical responsibilities as well as being highly responsive to timesensitive matters. They present a positive professional image of The Hotchkiss School to students families staff faculty and visitors.

The position calls for flexibility excellent interpersonal skills strong technical skills project coordination experience the ability to proactively plan and the ability to work well with all levels of internal employees students and parents/guardians. Strong computer and organizational skills as well as a sensitivity to confidential matters are required. The Administrative Specialist will have the capability to adapt as the needs of the School and office evolve.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

• Provide administrative support to the Associate Dean of Student Life and Class Deans.
• Facilitates efficient accurate and customerfriendly communications/interactions with internal and external customers (faculty staff students parents/guardians).
• Screen answer and refer calls as appropriate.
• Draft and edit correspondence as requested.
• Manage calendars as appropriate.
• Assist with budget management.
• Develop and maintain databases as well as student surveys.
• Attend meetings and keep minutes as assigned.
• Assists with all facets of the proctor (dormitory student leaders) selection process.
• Assists with aspects of advisor assignment and reassignment.
• Assists with all facets of the student housing assignment process.
• Assists with administrative aspects of AllSchool programs and events including but not limited to Orientations Family Weekends Graduations etc.
• Assists with managing student logistics and transportation specifically arrivals and departures throughout the year.
• Inputs reviews and edits information in Veracross (student information and school records system).
• Work with the Excuse Office and others on student leave requests.
• Performs other related duties as needed and/or assigned.

SKILLS & EXPERIENCE REQUIRED:

• Bachelors degree or the equivalent in experience preferred.
• Ability to work collaboratively with others in the Deans Office and other offices.
• Ability to work well with high schoolaged students.
• 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 multitasking with minimal supervision.
• Successful when receiving input from many sources.
• Demonstrated ability and drive to develop and execute a variety of functions in a dynamic office.
• Willingness to proactively solicit opportunities to assist in tasks to be accomplished.
• Proficient in utilizing and interpreting: Microsoft Office Excel Word including mail merges Google applications database management and exhibit an interest and ability to learn new data collection programs.
• Knowledge of and experience with ecommunications.
• Basic accounting skills.
• Strong communication skills both oral and written.
• Excellent customer service skills with attention to responsiveness.
• Strong organizational skills and attention to detail.

PHYSICAL CONDITIONS:

• Office environment with periodic highvolume use by students and others shared office space.
• Must be able to remain stationary to perform computerrelated tasks; as well as possess mobility to perform other essential responsibilities such as traversing the campus during events.
• 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 equalopportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment hiring assignment terms and conditions of employment compensation benefits training promotion transfer discipline and termination).

In accordance with applicable law the School does not discriminate against any individual based on age ancestry color genetic information learning disability marital status past or present history of mental disability national origin physical disability race religious creed sex pregnancy sexual orientation gender identity or expression veteran status or any other protected characteristic.

Required Experience:

Unclear Seniority