Part Time Administrative Assistant

POSITION PURPOSE: Provide in-person administrative support to the Summer Programs Office. Work with the Office Coordinator and Systems Coordinator to answer phone calls, respond to email inquiries, and maintain database records related to applications, enrollment, and course registration. Liaison with the Communications Office on behalf of Summer Programs regarding annual updates to Summer Programs digital, print, website, and portal content. Work with the Director, Associate Director, Office Coordinator, and Systems Coordinator on special projects and assignments as needed.

ESSENTIAL FUNCTIONS:

• Answer phone calls and respond to email inquiries regarding Summer Programs offerings, applications, enrollment, course registration, etc.

• Collect, track, and file application and enrollment documents

• Work with the Office Coordinator and Communications Office to update Summer Programs content on website and portals

• Collaborate with Summer Programs Office to create and deliver marketing initiatives, including virtual information sessions, open houses for students and families, flyers, newsletters, etc.

• Collaborate with Summer Programs Office and other school departments on Summer Programs emails and mailings.

• Collect, track, and upload application and enrollment documents to student records in Slate

• Check queries and identify issues with duplicate records, materials for students applying both to Summer Programs and Choate, etc.; notify ITS regarding records to be fixed

• Contact students and families regarding missing application and enrollment materials

• Update student decision status in database as applicable

• Assist Office Coordinator with social media content suggestions and timeline to share with Communications

• Assist Office Coordinator with Student Ambassador program

• Other duties as assigned

SECONDARY DUTIES:

• Help manage Slate messaging to students and families throughout the application and enrollment process

• Help read and evaluate student applications for admission

• Help Summer Programs Office prepare for arrival of Deans, Teaching Interns, Student Life Interns, Faculty, Students

JOB QUALIFICATIONS: MINIMUM KSA’S (KNOWLEDGE, SKILLS ANDABILITIES) REQUIRED FOR PLACEMENT IN POSITION

Education: Bachelor’s Degree or equivalent experience preferred.

Prior experience:

1-3 years of experience working in an office. Familiarity with Choate, Choate Summer Programs, or similar school setting preferred.

Licenses & Certifications: n/a

Specialized training in: n/a

Other Key Competencies:

• Proficient in the use of laptop
• Proficient in use of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook), Google Drive (Docs, Sheets, Forms, Photos); Microsoft Teams; Adobe Acrobat; Dropbox; Zoom; OneDrive
• Experience or familiarity with database record keeping preferred
• Strong interpersonal skills and cultural competency with the ability to interact and work effectively with a diverse, global community of external and internal contacts with warmth, tact, and professionalism (students, parents, consultants, school personnel, fellow colleagues, etc.)
• Excellent organizational, time management, and multi-tasking skills, with the ability to prioritize tasks in a fast-paced environment.
• Excellent telephone and customer service skills
• Excellent proofreading, verbal, and written communication skills
• Ability to handle confidential material in a discreet manner (particularly information shared in application and financial aid documents)
• Willingness to work with other members of a team and contribute new ideas
• Willingness to take initiative, work independently, and be a self-starter
• Willingness to learn and use any electronic software (e.g. SQL based relational databases) and electronic devices the job requires
• Flexible mindset and willingness to try new approaches to a task or project
• Problem solving and critical thinking skills
• Adaptability, dependability, resourcefulness