Administrative Assistant Dean of Students

Phillips Academy • Andover, MA

22h • Onsite

About The Position

In this student-facing position, the Administrative Assistant in the Dean of Students Office performs a wide range of administrative, technological, and operational support activities to facilitate the efficient operation of the department. Serving as the first point of contact in the Dean of Students Office, key responsibilities include providing effective customer service to students and parents, managing correspondence, handling phone and in-person inquiries in a timely manner, and developing collaborative relationships with colleagues.

Requirements

• Expertise in MS Office Suite, proficiency with Outlook
• Experience with enterprise resource planning systems, survey software, and collaboration and communication apps (like Microsoft Teams) is preferred
• Experience with complex databases or student information systems a plus, such as Canvas
• Experience supporting a team and collaborating with peers
• Strong technical skills, the ability and willingness to learn new software applications is essential
• Must be invested in learning and growing in an intentionally diverse community and demonstrate patience, understanding, and courtesy in interactions with students and families
• Excellent written and verbal communication skills
• Active listening skills and ability to work effectively with a diverse population including students
• Knowledge of basic accounting principles to properly submit invoices, reimbursements, and check requests
• Attention to detail; willingness to be flexible and to take on new and challenging tasks

Nice To Haves

• Bachelor’s degree preferred.
• Previous experience working in a school environment or with students preferred but not required

Responsibilities

• Serve as primary point of contact with parents, students, colleagues, job applicants, visitors, and vendors. Answer incoming calls and emails, greet all visitors to the office. Provide assistance, information, and support.
• Manage the logistics of meetings, conferences, and special events. Primary duties include booking rooms, coordinating schedules, managing vendors, arranging travel and lodging, and ensuring technology needs are met.
• Coordinate scheduling for multiple student and faculty programs including, but not limited to: Nightly Reservists, Attendance, Work Duty, Student Covenants, Dorm Duty, Weekend Duty, Dorm Documents, Office Supplies, and Dean’s Letters.
• Manage “Work Duty” program by ensuring students are assigned to a department, they understand their duties and fulfill their requirements, and communicate with department adult regarding absence, tardiness, or other issues.
• Process reimbursements, invoices, and contracts.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level