Administrative Assistant To The Dean Of Admissions And Financial Aid

Reporting to the Dean of Admission & Financial Aid, the Administrative Assistant to the Dean is responsible for all administrative matters pertaining to the Dean and assists in executing overall Admission programming and policy formation.

Primary Duties and Responsibilities

Dean/Department Administrative Support

• Manage access to Dean via telephone and e-mail from prospective families, ensuring appropriate level of contact, accurate and timely information, in addition to scheduling interviews and appointments

• Maintain Dean's appointment calendar, including booking the Dean's travel, school visits, off-campus interviews and receptions, in the U.S. and abroad to ensure an efficient use of the Dean's schedule

• Accurately enter data entry into the School Admin system portal to ensure validity of candidate records

• Collaborate with the Admission office team to support the Admission Committee for timely and thorough review of candidates

• Guide prospective families through School Admin/Gateway admission process, to ensure delivery of completed candidate materials for Admission Committee review

• Send communications and checklist updates within SA

• Support event management for Admission representation at TSAO events

• Support the Director of Financial Aid by responding to Financial Aid related emails and phone calls, and assisting with supplemental aid mailings and communications

• Support the Associate Directors of Admission by serving as the office liaison for Regional Rep, and NAIS programs

• Represent Deerfield at local admission fairs, as assigned.

• Collaborate with Deerfield's International Trustee and their assistant to coordinate Asia travel for Dean;

• Assist with preparation for Dean's Board reports and presentations using School Admin and other databases

• Maintain and coordinate all admission webpage updates

Campus Event Coordination & Communications

• Design, lead and staff Open House events for new candidate engagement

• Serve as the office coordinator for High Priority events during Spring Visit Day period to support recruiting of "special interest" candidates.

• Serve as backup to Visit & Tour Coordinator to ensure the smooth flow of campus visits and tours for prospective families.

• Support the Associate Director of Admission responsible for correspondence to Academy participation in admission fairs to ensure representation at key events.

• Serve as office staff representative on Communications committee to design materials consistent with current admission strategy.

Other duties as assigned

Job Specifications

• Associates Degree required, Bachelor's Degree preferred

• 3-5 years of administrative, operational support and supervisory experience

• Strong oral and written communication skills

• Excellent interpersonal and organizational skills

• Proficiency with MS Office Suite, data entry, and integrated databases

• Ability to manage, and sensitivity to, highly confidential information

• Ability to multi-task effectively

• Exceptional attention to detail

• Ability to work independently and effectively as well as part of team

• Demonstrated commitment to diversity and inclusion, and to serving the needs of a diverse community

Physical Demands

• Close visual acuity to view a computer terminal

• Ability to frequently sit for sustained periods of time

• Ability to frequently sustain substantial movements of the wrists, hands and/or fingers

• Ability to occasionally lift, carry, push, pull or otherwise move objects of up to 10 lbs

• Ability to occasionally stoop, kneel and reach

Working Conditions

The worker is mainly in an office environment, and is not substantially exposed to adverse environmental conditions.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.