Administrative Assistant to the Dean of Faculty

Loomis Chaffee is seeking a full-time (40 hours) experienced Administrative Assistant to the Dean of Faculty’s office to join our community. The ideal candidate will have at least three years of experience directly serving as an Administrative Assistant in an independent school or business.

Position Purpose

The Administrative Assistant to the Dean of Faculty office facilitates the daily operations and provides administrative support to both the Dean and Associate Dean of Faculty. This role serves as a significant point of contact between the Deans of Faculty, the faculty, and the broader school.

Key Accountabilities

• Act as the primary administrative support and main point of contact for the Dean of Faculty’s Office.
• Oversee daily operations of the Dean of Faculty’s Office by anticipating needs, taking initiative, and regularly providing information to the Dean and Associate Dean of Faculty.
• Manage Outlook calendars for the Dean and Associate Dean of Faculty.
• Manage Dean of Faculty office budgets. Coordinate funding for faculty professional development and sabbaticals, prepare annual budget requests, and reconcile accounts with Business Office as needed.
• Assist faculty members with conference registrations and transportation reservations and process reimbursement requests for related expenses.
• Manage credit card receipts and reconcile credit card statements received from the Business Office.
• Coordinate faculty housing transitions in collaboration with the Physical Plant.
• Document teaching faculty salaries and stipends, prepare unit worksheets, and create offer and stipend letters for new teaching faculty and adjunct workers. Facilitate communication and workflow regarding faculty compensation among the Chief Financial Officer and the offices of Human Resources, Dean of Faculty, and Head of School.
• Oversee faculty class attendance records in Veracross.
• Process permission forms for student field trips.
• Report substitute payments to the Payroll Coordinator monthly, track faculty sick days and time-off requests, and review and submit music lesson payment requests to the Business Office.
• Oversee travel arrangements for the Dean and Associate Dean of Faculty.
• Support the school’s University of Pennsylvania partnership by managing all travel and reimbursement processes.
• Maintain hiring data, manage scheduling and travel arrangements for visiting candidates, generate follow-up correspondence for teaching faculty candidates, maintain hiring process budgets, and assist the Deans of Faculty and Associate Head of School in hiring teaching faculty, administrative faculty, and coaching positions. Coordinate posting of job openings on the Loomis Chaffee website and other employment sites with the Director of Human Resources, and review and respond to employment inquiries.
• Assist in managing the teaching faculty evaluation process, including creating and scheduling student surveys, organizing faculty evaluation meetings, and maintaining evaluation files.
• Oversee the Dean of Faculty portal page on the Loomis Chaffee website, update and post information as needed, and coordinate faculty communications with the Communications Office.
• Supervise planning for New Faculty Orientation and onboarding in coordination with the Associate Dean of Faculty.
• Manage the faculty and staff stewardship program by organizing special events as needed.
• Assist with preparations for the annual Community Honors Banquet.
• Maintain records related to faculty fellowships, awards, and endowed instructorships for the Dean of Faculty.
• Perform other duties as assigned.
• This position may occasionally provide temporary assistance to other administrative offices on campus as needed.

Position Requirements

Skills & Knowledge

• Must exercise good judgment, take initiative, and demonstrate excellent oral and written communication skills.
• Ability to respect and protect the confidential nature of the Dean of Faculty’s Office.
• Ability to work both independently and as part of a team.
• Strong planning and organizational skills, with the ability to manage competing priorities.
• Demonstrates exceptional initiative and judgment.

Experience

• At least three years of experience as an Administrative Assistant in an independent school or business.
• Proficiency with all Microsoft applications, including Excel and mail merge, as well as experience working with various database systems, is required.

Education

• A Bachelor’s degree is preferred.

Physical Requirements

• Role is primarily sedentary for extended periods of time.