Administrative Assistant Dean of Students

Salary Range: $20 -$20

POSITION SUMMARY:

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.

Full-time 40 hours per week, 12-month position. Occasional weekend or overtime hours may be required.

MINIMUM JOB QUALIFICATIONS:

Bachelor’s degree preferred.

• 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
• Previous experience working in a school environment or with students preferred but not required

ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND 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.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• 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
  

Phillips Academy is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender expression, gender identity, age, physical or mental disability, genetic information, veteran status, military service, application for military service or any other characteristic protected by law. Any offers of employment will be contingent upon successful CORI/SORI, and fingerprinting background checks as well as unrestricted authorization to work in the United States.