Phillips Exeter Academy · 2 hours ago
Administrative Staff Assistant - College Counseling Office
Exeter, New Hampshire, United States
Full-time
Onsite
Mid Level
$25.50/hr - $28/hr
3+ years expPhillips Exeter Academy is a prestigious educational institution, and they are seeking an Administrative Staff Assistant for their College Counseling Office. The role involves providing support to the college counseling staff, managing office functions, and delivering customer service to students and families.
Primary/Secondary Education
Responsibilities
Responsible for opening and closing the office for business, while maintaining the office schedule to the office manager for review before submission
Assume shared responsibility for physical front office coverage to greet students, parents, faculty, college representatives and other guests in person
Perform daily administrative duties including a great deal of computer work, answering the phone, scheduling appointments, direct inquires to others as needed, printing, filing, data entry, 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
Responsible for managing the CCO email inbox daily by responding to emails or categorizing /forwarding to the appropriate party responsible
Help manage the Ring Central Phone System and the Que Management system and custom hours as necessary
Provide administrative support to the Administrative Manager, Program and Operations Mgr. and College Counselors as needed daily. 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
Assist counselors with expense reporting in Oracle
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 (National Merit Program). In addition, aiding 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, while maintaining confidentiality practices at all times
Work collaboratively with other staff members to promote efficiency and to develop and maintain goodwill, respect, and cooperation, providing colleagues with assistance as necessary
Help and support during event programs such as Family Weekend and College Admissions Weekend
Assist with training any temporary support staff if needed
Responsible for ordering and maintaining office supplies, kitchen supplies, and annual resource books when inventory is low
Performs other duties as assigned
Qualification
Required
High school diploma or GED is required
Minimum three years' administrative experience including scheduling, planning, and coordinating calendars appointments, meetings and projects using Microsoft Outlook products
Proficient in MS Office products and Microsoft Outlook 365 calendar
Excellent communication (written and verbal) skills
Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life
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
A strict adherence to confidential policies is required
Ability to follow verbal and written directions
Ability to maintain focus and refrain from distractions such as using a personal cell phone
Maintain a professional, calm and respectful demeanor especially during busy times and stressful situations
Responsible individual with a strong work ethic and the ability to work a flexible schedule including extended hours, weekends, and holidays if needed and necessary
Willingness and ability to learn additional applications as needed
Ability to prioritize workload, knowing when to delegate and when to ask for assistance
Strong interpersonal skills with ability to develop and maintain collegial relationships
Demonstrated ability to work with students by building trust and credibility
Excellent analytical and problem-solving skills as well as a strong customer focus
Successfully complete a criminal background check (reviewed every 5 years)
Clean Driving record (reviewed annually)
Preferred
Bachelor's degree preferred
Some knowledge of ACT and College Board standardized testing guidelines is preferred
Experience in an academic institution (secondary or post-secondary) and working with adolescents is preferred
Experience with Google Workspace is preferred but not required
Experience with Naviance Student by PowerSchool, Informer, Blackbaud, Tableau and Adobe Acrobat a plus
Company
Phillips Exeter Academy
Phillips Exeter Academy is a coeducational independent school for boarding and day students between the 9th and 12th grade.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Dushant Lohano
Co-Founder of Cricket Club
Bhumika Prem
Founder and Cohead of A(rt): More Possibilities in STEM
Recent News
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