Administrative Assistant for the Academic Office - Emma Willard School : Job Details

Emma Willard School is seeking an Administrative Assistant for the Academic Office. This position reports to the Associate Head of School and will support the Associate Head of School, Academic Office, and will work closely with the Registrar. We seek someone with expertise in navigating today's changing and diverse landscape and will help the School promote and nurture diversity, equity, access and inclusion. The School encourages candidates from under-represented groups and individuals who have demonstrated experience with diverse populations who can contribute to the diversity and excellence of the academic community. Responsibilities / Expectations:

• General office duties which include answering phone calls and emails, managing the Associate Head of School's calendar, processing mail, ordering supplies, planning and organizing meetings, booking and maintaining conference rooms, etc.
• Handle confidential documents and maintain discretion with all communications.
• Complete financial activities for the Associate Head of School and College Counseling office, including tracking and submitting substitute compensation to HR for payroll.
• Coordinate all Academic hiring in partnership with hiring managers, including scheduling interviews, planning and organizing candidate's visits to campus, supporting candidate's travel plans, and facilitating reimbursement, etc.
• Attend the All School Events team meeting to ensure the coordination of AV services and dining and room set up for events across campus.
• Work with teams for major campus events including New Faculty Orientation, Opening Days, speaker series events, Convocation, Honors Convocation, Senior Retreat and Commencement.
• Greet and assist all visitors, creating a warm and welcoming environment and serving as the primary point of contact for general phone calls and requests for the Academic Office.
• Manage and update the school calendars.
• Work in collaboration with the Registrar to complete grades, comments and course registration, and prepare transcripts for current students and alums.
• Work in collaboration with the Assistant to the College Counseling office to complete the submission of transcripts and college recommendation letters.
• Complete all Academic Office reporting, including BEDS reports.
• Provide administrative support to the Head of School office when needed.
• Willingness to enthusiastically complete tasks.
• Detail oriented and a high level of urgency.
• Other duties as assigned by the Associate Head of School.

Requirements

• Associates degree
• 3+ years' experience as an administrative assistant or similar position with a customer service focus
• Well-developed interpersonal, written, and verbal communication skills, including the ability to communicate effectively with School administrators, co-workers, students, parents, alumnae, and other school constituents
• Demonstrated experience and proficiency with Microsoft Office products and Google drive, experience with Blackbaud, Common App and Naviance would be an asset
• An open and honest communication style with a courteous and calm approach to all interpersonal interactions
• A hands-on, all-in approach to problem solving with a high degree of confidentiality
• Great attention to detail with the ability to prioritize and manage multiple tasks effectively and efficiently in a fast-paced environment with inherent interruptions
• A desire to grow and learn through on-the-job experiences with a willingness to accept constructive feedback
• Must enjoy working with students and faculty, and embrace the challenges and joys of working in an independent school office,a sense of humor is a plus!
• Flexibility to work occasional night and weekend hours in support of critical school events.

Salary $27 - $31 per hour based on education and experience. We seek to identify, recruit, and develop employees who bring a diversity of experiences, perspectives, talents, and backgrounds. Emma is an equal opportunity employer. Emma Willard School encourages employees to be fully vaccinated for COVID-19. Application Instructions - Review of applications will begin immediately. Consideration of applications may end as early as of November 7, 2024. Please provide a resume and cover letter.