Admission Administrative Assistant

The Hotchkiss School•Lakeville, CT

1d•Onsite

About The Position

The Admission Office team is committed to advancing the school's mission by recruiting and enrolling the most diverse and talented students in the U.S. and around the world who would thrive at Hotchkiss, and in doing so, provide exceptional customer service to prospective families throughout their journey of discovering Hotchkiss. SUMMARY The Admissions Administrative Assistant provides administrative and operational support to the Admission Office. Responsibilities include supporting the visit coordinator when families are visiting, providing support to admission counselors for recruiting efforts and assisting families with questions about the application process, scheduling appointments, and registering for events. The role also includes data entry, auditing, and processing of various forms and materials related to the admission process. This is a 40-hour-per-week, 10-month, non-exempt position. The work day is from 7:30 am to 4:00 pm (which includes a 30-minute unpaid lunch break). Some overtime may be required during the fall and winter months, which may involve working weekends.

Requirements

An associate's degree is strongly preferred.
3 years of administrative experience, preferably in an educational, non-profit setting.
Must be able to work both in a fast-paced team environment and act and work independently.
Exceptional interpersonal, verbal, and written communication skills with a refined, professional tone.
Cultural competency and experience working with diverse, global populations.
Professional demeanor: adept at external and internal customer service.
Proficiency in CRM databases and Microsoft Office (Word, Excel).
The ability to learn new software quickly is essential.
Expert in database data entry.
Demonstrated organization skills and abilities in managing multiple tasks and timelines.
Ability to demonstrate flexibility/adaptability, quick learner.
Proactive approach to problem-solving
Team player: ability to establish and maintain effective working relationships.
Attention to detail.
Knowledge of standard reception practices in greeting and providing assistance to visitors.
Telephone protocol.
Scheduling.
Absolute commitment to maintaining the confidentiality of sensitive student and financial data.
Proficiency in office practices, procedures, and equipment.
Ability to prepare accurate reports from various statistical or other detailed information.

Responsibilities

Provide support to the Visit Coordinator by greeting prospective students and their families, answering routine questions, and providing a variety of school-related information to visitors.
Serve as the primary correspondent for Admission email accounts - respond to all Admission email accounts in a timely and professional manner.
Answer telephone, screen and refer calls, schedule appointments, respond to voicemail messages in a professional, timely manner.
Audit all incoming applications with exactness in the database.
Audit accepted confirmed student files (data and materials) and prepare for rollover into the student information system.
Process and track receipt of final transcripts for all new students.
Audit and assign CEEB codes for schools in the database.
Provide support in document creation, collating, and stuffing for large mailings.
Compile lists and/or tabulate cumulative data for regular or special reports.
Perform other related duties as assigned.