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Administrative Staff Assistant

Employer
Phillips Exeter Academy
Location
New Hampshire, United States
Salary
Salary Not Specified
Date posted
Jun 10, 2022


Assists and supports the needs of the college counseling office and entire staff. This position will provide direct customer service for the college counseling office and performing all office related functions. Requiring professionalism, discretion, good judgement, and adherence to confidentiality by being organized, detailed oriented and proactive will be critical to the department.

37.5 hours/week. Typical hours: Monday - Friday, from 8:00am - 4:30pm, and Saturdays when classes are in session, from 8:45am - 11:45am (approx. 8 – 10 per year). Schedule may vary according to departmental and Academy needs

Key Accountabilities
  • Responsible for opening and closing the office for business.
  • Assume shared responsibility for physical front office coverage in order to greet students, parents, faculty, college representatives and other guests in person.
  • Answer phone and direct inquiries, as needed.
  • Perform daily administrative duties including computer work, printing, filing, data entry (Datatel/Colleague UI/Naviance), maintaining electronic files, hard copy files, photocopying, faxing, scanning, and distribution of mail.
  • Manage and/or assist with the transcript request and fulfillment process for current students and alumni for a variety of reasons including; verification of attendance or certificate of graduation requests.
  • Maintain Outlook calendars for all college counselors, by scheduling student/counselor appointments, the counselor of the day, and other meetings as well.
  • Provide administrative support to the Administrative Manager, Program and Operations Mgr. and College Counselors as needed on a daily basis. This includes, but not limited to: scheduling student appointments and meetings, prep work for all-class or counselor group meetings, college application data, tracking college application fee waivers, providing weekly pending college application deadline reports.
  • Responsible for ordering office supplies, kitchen supplies, and annual resource books.
  • Responsible for maintaining neatness in the living room, conference room, staff workroom and kitchen.
  • Assist with all aspects of the college application process (electronic and manual).
  • Assist and work closely with the counselor(s) responsible for scholarships, NCAA certification process and financial aid resources.
  • Responsible for uploading PEA Transcripts to the NCAA website, as needed and requested.
  • Manage and assist the coordination and final submission of the electronic application process for: Presidential Scholars and College Board National Recognition Programs. In addition, providing assistance with the Cal Grant Certification and other scholarship and financial aid applications, as needed.
  • Maintain records and management of files according to PEA Student Record Policy and ensure filing (electronic and/or hard copy) is current and up to date.
  • Work collaboratively with other staff members to promote efficiencies and to develop and maintain goodwill, respect and cooperation, providing colleagues with assistance as necessary.
  • Provide assistance and support during event programs such as Family Weekend and College Admissions Weekend as needed.
  • Assist with training any temporary support staff when needed.
  • Performs other duties as assigned.
Degree of Independent Action Performed

Incumbent will work under the direct supervision of the Administrative Office Manager, but is expected to work with a high level of independence and autonomy, and exercise a high degree of initiative, influence, and judgment in decisions impacting staff and department operations.

Expected to solve problems or address issues that require immediate attention.

Position Requirements

Education
  • High school diploma or GED is required.
  • Bachelor’s degree preferred.
Experience
  • Minimum three years’ administrative experience including scheduling, planning and coordinating calendars and projects.
  • Experience in an academic institution (secondary or post-secondary) preferred.
  • Team player experience is required and necessary.
  • Experience with direct customer service.
  • Experience with Colleague by Ellucian (Datatel) preferred, but not required.
  • Experience with Naviance Succeed, Informer and Blackbaud a plus.
  • Experience working with adolescents in an educational setting is preferred.
Skills & Knowledge
  • Strong interpersonal skills with ability to develop and maintain collegial relationships.
  • Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
  • Excellent communication (written and verbal) skills.
  • Demonstrated ability to work with students by building trust and credibility.
  • A strict adherence to confidential policies is required.
  • Ability to work independently and handle multiple priorities and deadlines simultaneously.
  • High degree of organizational skills with attention to detail and the ability to be flexible and multi-task with accuracy.
  • Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.
  • Responsible individual with a strong work ethic and the ability to work a flexible schedule including extended hours, weekends, and holidays when needed and necessary.
  • Excellent analytical and problem solving skills as well as a strong customer focus.
  • Proficient in MS Office.
  • Willingness and ability to learn additional applications as needed.
  • Ability to prioritize workload, knowing when to delegate and when to ask for assistance.
  • Some knowledge with ACT and College Board standardized testing guidelines is preferred.

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