Admissions Receptionist & Administrative Assistant

Admissions Receptionist & Administrative Assistant

Full time - 12 months; Monday–Friday occasional Saturday work (mornings) in Fall and Winter

General Duties/Responsibilities:

Loomis Chaffee is seeking a receptionist & administrative assistant for the Office of Admission to welcome visitors to campus and coordinate campus tours as well as provide support for office operations and the enrollment processes. The candidate will serve as part of a team of support staff professionals. This person must have an Associate’s or Bachelor’s degree.

The ideal candidate must be able to thrive in a fast-paced environment and be a self-starter with an interest in education and working with a diverse group of students and their families. The person must possess exceptional customer service and communication skills; they must be a team player who is detail-oriented and able to prioritize work under deadline pressure. The candidate must exercise initiative, be highly organized, and capable of concurrently managing several different projects.

Specific responsibilities include but are not limited to:

Welcome visitors to School. This crucial position serves as the “front door” to the School; as a corollary, this position requires that the reception room experience is a positive one for all prospective families, guests, and alumni.

Requires strong organizational skills, interest in young people, and flexibility.

Other responsibilities shared with the administrative team:

Create, update, and maintain prospective student admission and financial aid information in the admission database, currently Campus Management’s Hobsons.

Create filters, queries, and reports in the database and in Excel as needed.

Review data for deficiencies, resolving discrepancies by using established procedures and following-up with admission colleagues or prospective families to collect incomplete data.

Prepare various mailings that support the enrollment process.

Process electronic applications and supporting materials.

Receive and respond to calls and emails in a professional and timely manner; take messages and route correspondence as appropriate.

Schedule and maintain online office calendar (currently Outlook) for the office.

Support planning for and attending on campus events including open houses, yield events, and receptions.

Other duties as assigned.

The successful candidate for this position should possess the following:

Excellent interpersonal and organizational skills and customer service orientation; ability to comfortably interact with middle and high school students and their families from diverse backgrounds; strong level of data entry experience and comfort with learning new systems; keen attention to detail; strong written and verbal communication as well as multi-tasking and problem-solving skills; ability to work as part of a highly successful team; a sense of humor and the energy required for a fast-paced office; the ability to work independently on a variety of projects; ability to handle confidential matters with discretion; ability to work effectively and represent the School positively with faculty, administrators, students, alumni, and external constituents in a diverse environment; a high level of comfort and skill working with various office technologies, including a proficiency with all Microsoft applications (experience with Hobsons and Veracross is helpful but not required).