Administrative Specialist
: Job Details :

Position: Administrative Specialist, Deans Office Department: Deans Office FLSA: Non-Exempt Designation: Staff Reports to: Dean of Student Life Travel: Rare Housing: N/A Schedule: 8:30 a.m. - 5:00 p.m. Monday - Friday and every other Saturday from 8:30 a.m. - 12:30 p.m. Scheduled to work during important campus events, including student arrivals/departures, Orientation, Family Weekend, Graduation, etc. Must be able to work occasional overtime. POSITION SUMMARY The Administrative Specialist provides general administrative support to the Deans Office. More specifically, the Administrative Specialist will primarily work with the Associate Dean of Student Life and provide assistance to the Class Deans as assigned. They perform a variety of administrative duties in a centralized office that handles student life affairs and logistics. The Administrative Specialist capably anticipates and manages cyclical responsibilities as well as being highly responsive to time-sensitive matters. They present a positive, professional image of The Hotchkiss School to students, families, staff, faculty and visitors. The position calls for flexibility, excellent interpersonal skills, strong technical skills, project coordination experience, the ability to proactively plan, and the ability to work well with all levels of internal employees, students, and parents/guardians. Strong computer and organizational skills, as well as a sensitivity to confidential matters, are required. The Administrative Specialist will have the capability to adapt as the needs of the School and office evolve. ESSENTIAL FUNCTIONS/RESPONSIBILITIES: Provide administrative support to the Associate Dean of Student Life and Class Deans. Facilitate efficient, accurate and customer-friendly communications/interactions with internal and external customers (faculty, staff, students, parents/guardians). Screen, answer, and refer calls as appropriate. Draft and edit correspondence as requested. Manage calendars for those in the Deans Office. Assist with budget management. Develop and maintain databases as well as student surveys. Attend meetings and keep minutes as assigned. Assist with all facets of the proctor (dormitory student leaders) selection process. Assist with aspects of advisor assignment and reassignment. Assist with all facets of the student housing assignment process. Assist with administrative aspects of All-School programs and events including but not limited to Orientations, Family Weekends, Graduations, etc. Assist with managing student logistics and transportation, specifically arrivals and departures throughout the year. Input, review, and edit information in Veracross (student information and school records system). Work with the Excuse Office and others on student leave requests. Perform other related duties as needed and/or assigned. SKILLS & EXPERIENCE REQUIRED: Bachelors degree or the equivalent in experience preferred. Ability to work collaboratively with others in the Deans Office and other offices. Ability to work well with high school-aged students. Must possess the ability to maintain the highest level of confidentiality and the ability to work discreetly with sensitive information. Strong organizational and time management skills, enabling independent multi-tasking with minimal supervision. Successful when receiving input from many sources. Demonstrated ability and drive to develop and execute a variety of functions in a dynamic office. Willingness to proactively solicit opportunities to assist in tasks to be accomplished. Proficient in utilizing and interpreting: Microsoft Office, Excel, Word including mail merges, Google applications, accurate and thorough database management and exhibit an interest and ability to learn new data collection programs. Knowledge of and experience with e-communications. Basic accounting skills. Strong communication skills, both oral and written. Excellent customer service skills with attention to responsiveness. Strong organizational skills and attention to detail. PHYSICAL CONDITIONS: Office environment with periodic high volume use by students and others, shared office space. Must be able to remain stationary to perform computer-related tasks; as well as possess mobility to perform other essential responsibilities, such as traversing the campus during events. Repetitive motion (use of computer keyboard). ADDITIONAL INFORMATION The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. The Hotchkiss School is an equal-opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms, and conditions of employment, compensation, benefits, training, promotion, transfer, discipline, and termination). In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.