Choate Rosemary Hall
Administrative Assistant Summer Programs (Part-Time)
Choate Rosemary Hall, Wallingford, Connecticut, us, 06495
Description
Choate Rosemary Hall is actively recruiting for an Administrative Assistant to support the Summer Programs office, starting in November 2024 through June 2025.
This role will have a part-time schedule of 20-25 hours per week, typically Monday -Friday, with occasional nights and weekends.
POSITION PURPOSE: Provide in-person administrative support to the Summer Programs Office as the office prepares for Summer
Programs 2025. Work with the Office Coordinator and Systems Coordinator to respond to inquiries and maintain database records
related to applications, enrollments, and course registrations. Work with the Office Coordinator, Systems Coordinator, Director,
Associate Director, Dean of Students, and Coordinator of Afternoon Activities on special projects and assignments as needed.
ESSENTIAL FUNCTIONS:
•Respond to emails and inquiries regarding Summer Programs, applications, enrollment, course registration, etc.
•Answer phone calls regarding Summer Programs, applications, enrollment, course registration, etc.
•Collect, track, and file application and enrollment documents
•Upload materials to student records
•Check queries and identify issues with duplicate schools, academic year applicant materials, duplicate records, etc.; notify
ITS regarding records to be fixed
•Read and evaluate student applications
•Support collection of video responses for Murata Scholarship applicants
•Contact students and families regarding missing application materials and fees
•Contact families regarding missing enrollment materials and fees
•Mark student decision status in database as applicable
•Help edit and proofread internal and external facing documents and correspondence
•Help prepare for arrival of Summer Programs Deans, Teaching Interns, Student Life Interns, Faculty, Students
•Other duties as assigned
SECONDARY DUTIES:
•Collaborate in creating and delivering marketing initiatives, including virtual information sessions, open houses for students
and families, flyers, posters, etc.
•Collaborate with Summer Programs Office and other school departments on Summer Programs emails and mailings.
•Collaborate with Communications on CSP website updates, CSP portal updates (Parent, Faculty & Staff, Student).
Requirements
MINIMUM KSA'S (KNOWLEDGE, SKILLS AND ABILITIES) 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, iPad, headset
•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 recordkeeping 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 the department as 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
Choate Rosemary Hall is actively recruiting for an Administrative Assistant to support the Summer Programs office, starting in November 2024 through June 2025.
This role will have a part-time schedule of 20-25 hours per week, typically Monday -Friday, with occasional nights and weekends.
POSITION PURPOSE: Provide in-person administrative support to the Summer Programs Office as the office prepares for Summer
Programs 2025. Work with the Office Coordinator and Systems Coordinator to respond to inquiries and maintain database records
related to applications, enrollments, and course registrations. Work with the Office Coordinator, Systems Coordinator, Director,
Associate Director, Dean of Students, and Coordinator of Afternoon Activities on special projects and assignments as needed.
ESSENTIAL FUNCTIONS:
•Respond to emails and inquiries regarding Summer Programs, applications, enrollment, course registration, etc.
•Answer phone calls regarding Summer Programs, applications, enrollment, course registration, etc.
•Collect, track, and file application and enrollment documents
•Upload materials to student records
•Check queries and identify issues with duplicate schools, academic year applicant materials, duplicate records, etc.; notify
ITS regarding records to be fixed
•Read and evaluate student applications
•Support collection of video responses for Murata Scholarship applicants
•Contact students and families regarding missing application materials and fees
•Contact families regarding missing enrollment materials and fees
•Mark student decision status in database as applicable
•Help edit and proofread internal and external facing documents and correspondence
•Help prepare for arrival of Summer Programs Deans, Teaching Interns, Student Life Interns, Faculty, Students
•Other duties as assigned
SECONDARY DUTIES:
•Collaborate in creating and delivering marketing initiatives, including virtual information sessions, open houses for students
and families, flyers, posters, etc.
•Collaborate with Summer Programs Office and other school departments on Summer Programs emails and mailings.
•Collaborate with Communications on CSP website updates, CSP portal updates (Parent, Faculty & Staff, Student).
Requirements
MINIMUM KSA'S (KNOWLEDGE, SKILLS AND ABILITIES) 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, iPad, headset
•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 recordkeeping 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 the department as 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