Advanced Studies Program Administrative Assistant

Job Title: Administrative Assistant for the Advanced Studies Program

Status: Non-Exempt, Full-time, Full-year

Department: Advanced Studies Program

Reports to: Director of the Advanced Studies Program

Summary: St. Paul's School seeks an energetic and motivated Administrative Assistant to support the Advanced Studies Program. The ideal candidate should have demonstrated ability to perform technical administrative assistance involving the exercise of independent judgment in making decisions. The position requires excellent interpersonal skills as well as discretion and sensitivity in handling student information and data. Helping to guide prospective students through the ASP process, the Administrative Assistant is expected to be friendly, helpful, resourceful, and professional at all times.

Essential Duties and Responsibilities include the following: (Other duties may be assigned at the discretion of employee's supervisor.)

• • Provide general office-related support including composing correspondence, proofreading, managing phone calls, helping to guide prospective students through the ASP process, receiving visitors
  • Handle all correspondence in a confidential, timely and professional manner
  • Perform technical administrative assistance involving the exercise of independent judgment in making decisions
  • Exercise resourcefulness in performing administrative tasks and data entry, frequently without instruction and in laying out work procedures and devising work methods
  • Help with all events associated with the Advanced Studies Program
  • Process purchase orders, invoices and credit cards for payment and reimbursements
  • Routinely utilize office software in the performance of duties
  • Keeps records, prepares agenda for meetings, takes notes on meetings; prepares draft of minutes for review
  • Prepares reports; may research and gather materials for speeches or articles; prepares notices and data for departmental annual reports.
  • Files correspondence and other records, exercising discretion and maintaining confidentiality
  • Manages the calendar for the Advanced Studies Program department
    

Supervisory Responsibilities : None

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• • Associate’s Degree and 3 or more years’ experience in an administrative support position; or an equivalent combination of education and related experience
  • Strong communication skills, both verbal and written
  • Strong writing and proofreading skills
  • Ability to work independently on complex clerical tasks
  • Ability to solve practical problems and deal with a variety of variables in standardized situations
  • Knowledge of and experience with computers and standard office software and websites
  • Experience with Microsoft products, including Office, Excel, and Adobe
  • Familiarity with Google Suite
  • Experience with admission application software (Ravenna or comparable), experience with medical record collection such as School Doc, experience with enrollment agreements and billing, familiarity with financial aid software (Clarity or comparable), and familiarity with Constant Contact and Canva desirable

  
  

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, would occasionally be required to stand, walk, sit, reach with hands and arms, climb or balance, stoop or kneel, talk and hear, and use fingers and hands to feel objects, tools or controls.
• Specific vision abilities required include close vision, distance vision, depth perceptions, and the ability to adjust focus.
• Must occasionally lift and/or move up to 25 lbs.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential Junctions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typical of a normal office, some exposure to outdoor elements resulting from movement between physical locations.

To Apply: Please submit a cover letter, resume, and three professional references through this application.

St. Paul's School is proud to be an equal opportunity employer and has a strong commitment to the principles of diversity. St. Paul's School does not discriminate on the basis of race, creed, ethnic origin, disability or sexual orientation, and complies with applicable laws for the protection of civil rights.