Temporary Administrative Staff Assistant

Assists and supports the needs of the college counseling office and entire staff. This position will provide direct customer service for the college counseling office and perform all office-related functions. Requiring professionalism discretion good judgement and adherence to confidentiality by being organized detailed oriented and proactive will be critical to the department.

This temporary position is an hourly 3 month assignment starting in November through the first week of February 37.5 hours/week. Typical hours: Monday - Friday from 8:00am - 4:30pm and occasional Saturday when classes are in session 8:45 am-11:45am. Schedule may vary according to departmental and Academy needs.

Key Accountabilities

• Responsible for opening and closing the office for business.
• Assume shared responsibility for physical front office coverage to greet students parents faculty college representatives and other guests in person.
• Perform daily administrative duties including a great deal of computer work answering the phone scheduling appointments direct inquires to others as needed printing filing data entry maintaining electronic files hard copy files photocopying faxing scanning and distribution of mail.
• Assist with the transcript request and fulfillment process for current students and alumni.
• Maintain Outlook calendars for all college counselors by scheduling student/counselor appointments the counselor of the day and other meetings as well.
• Provide administrative support daily to the Administrative Manager Program and Operations Mgr. and College Counselors as needed. This includes but not limited to: scheduling appointments and meetings prep work for all-class or counselor group meetings and provide assistant and support during special events and programs.
• Responsible for maintaining neatness in the living room conference room staff workroom and kitchen. Identifying what office supplies are needed to be ordered.
• Maintain records and management of files according to PEA Student Record Policy and ensure filing (electronic and/or hard copy) is current and up to date while maintaining confidentiality practices at all times.
• Work collaboratively with other staff members to promote efficiencies and to develop and maintain goodwill respect and cooperation providing colleagues with assistance as necessary.
• Performs other duties as assigned.

Position Requirements

Education

• High school diploma or GED is required.

Experience

• Minimum three years administrative experience including scheduling appointments using Microsoft Outlook Calendar.
• Experience in an academic institution (secondary or post-secondary) and working with adolescents is preferred.
• Team player experience is required and necessary.
• Experience with direct customer service.
• Experience with Google Workspace is preferred but not required.
• Experience with Naviance by PowerSchool and Tableau Software but not required.

Skills & Knowledge

• Proficient in MS Office products and Microsoft Outlook 365 calendar.
• Excellent communication (written and verbal) skills.
• Respect for diversity of identities and experiences an orientation toward equity and inclusion and cultural competency in all aspects of Academy life.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.
• High degree of organizational skills with attention to detail and the ability to be flexible and multi-task with accuracy.
• A strict adherence to confidential policies is required.
• Ability to follow verbal and written directions.
• Ability to maintain focus and refrain from distractions such as using a personal cell phone.
• Maintain a professional calm and respectful demeanor especially during busy times and stressful situations.
• Responsible individual with a strong work ethic and the ability to work a flexible schedule including extended hours weekends and holidays if needed and necessary.
• Willingness and ability to learn additional applications as needed.
• Ability to prioritize workload knowing when to delegate and when to ask for assistance.

Additional Requirements

1. Successfully complete a criminal background check.
2. A resume and cover letter must be submitted with application.

Required Experience:

Staff IC