Administrative Assistant to Director of Admissions & Enrollment Management

Columbia Grammar & Preparatory School • New York, NY

1d • Onsite

About The Position

The Administrative Assistant supports the Director of Admissions & Enrollment Management in a timely and professional manner. To be successful in this role, you should be proactive, meet deadlines, communicate effectively, and have an eye for detail. The Administrative Assistant should be able to identify and address the needs of the Director and perform administrative tasks to ensure the Admissions Office’s workflow runs smoothly.

Requirements

• Proven work experience as an Administrative Assistant, or similar role
• Solid experience with office systems – Mac preferred
• Knowledge of office procedures
• Familiarity with online calendars – Google specifically
• Strong communication skills – via phone, email, and in person
• Experience exercising discretion and confidentiality with sensitive information
• Excellent organizational skills with an ability to think proactively and prioritize work

Responsibilities

• Greets all individuals entering the building respectfully and professionally; monitors visitor access
• Answers phone calls and email correspondence in a pleasant, professional, and informed manner; provides information to the callers, screening/forwarding calls to the appropriate individuals
• Manages calendars, including the scheduling of meetings, appointments and events
• Coordinates Admissions related events including but not limited to the tour guide meet & greet, open houses, new parent receptions, revisits, etc.
• Coordinates transportation needs for incoming and current students
• Facilitates internal communication (e.g., distributing materials, scheduling events, creating flyers, etc.)
• Provides Veracross support, including processing of daily inquiries/applications, entering database changes and monitoring VC spam and bounce email list.
• Uploads all supplemental materials for student applications (i.e. recommendations, test scores, transcripts, etc.)
• Handles all F-1 student visas and paperwork for incoming, current and outgoing students
• Manages “Leo the Lion” mascot program including scheduling and storage
• Monitors admissions inbox ( [email protected] ), serving as first point of contact with prospective families
• Assists with logistics related to the student ambassador program
• Provides admissions office support including but not limited to: managing team lunches, monitoring daily coffee setup, submitting maintenance requests, ordering office furniture, processing office mailings, stocking office snack areas, and maintaining a tidy and professional space at the front desk and first floor reception area at all times
• Researches, orders and maintains inventory of CGPS-branded swag items
• Creates regular reports, updates databases, and maintains departmental files
• Attends weekly Admissions Department meetings, participating in those meetings and taking notes
• Additional responsibilities as assigned by the Director of Admissions & Enrollment Management and/or Head of School.

Benefits

• Comprehensive medical, dental & vision plans with a free medical coverage option for employee only coverage
• Free vision coverage
• Flexible Spending Accounts for Medical, Dependent Care, Parking & Transit
• 8% Annual Employer Contribution to retirement after one year of full time service
• Basic Life Insurance
• Enhanced Short Term Disability Coverage
• Long Term Disability Coverage
• Low cost additional benefits including voluntary life insurance, critical illness coverage and pet insurance
• Additional Aflac policies
• Free breakfast & lunch when school is in session
• Discounted parking
• Generous holiday schedule, sick and personal time

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed