The College Counseling Office Receptionist/Administrative Assistant provides administrative support and technical assistance to the Director and Senior Associate Director of College Counseling. Acts as primary office receptionist and creates a friendly and helpful first impression for visitors, students, parents, teachers and college representatives. Provides telephone support for the office and respond to general inquiries. Acts as administrative liaison with college admission office representatives. Monitors Carrington House interior and exterior building conditions and office space needs. Responsible for requesting all work orders, and assists with capital expenditure requests.
This is a full-time, academic year (starting the 3rd week of August through the end of June), benefits eligible position.
Anticipated start date is October 6, 2014.
Duties and responsibilities:
Provide general office support by word processing, filing, faxing and copying for Director and Senior Associate Director of College Counseling.
Arrange individual college visit appointments, respond to questions and requests by college admission offices and visitors.
Create and maintain College Counseling Office library, including hard copies of materials from colleges and summer programs.
Collect and complete all Director and office expense forms for credit card expenditures.
Maintain accurate contact information including valid email addresses for college admissions representatives who read Choate applications.
Communicate with college admission personnel requesting applicant interviews, organize interview appointments, post visits on CHIP, Naviance and the Daily Notice. Arrange meeting spaces and Choate coverage/supervision.
Host evening college admission officers or alumni representatives who conduct student interviews throughout the year as necessary.
Sort and distribute mail. Answer correspondence as necessary. Order and maintain office supplies.
Monitor Carrington House interior and exterior building conditions and overall office space needs, initiating all routine work orders and requests with Sage Dining Services and ABM.
Respond to general under-form student and family requests for information.
In consultation with the counselors, coordinate, send and post mailings, or send electronic and print communications to Choate community. Post information on the Daily Notice and CHIP when requested.
Coordinate and organize all aspects of two evening College Fairs (fall and spring) each academic year.
Assist and monitor yearly Work Flow Calendar and Policy Manual.
Provide data entry and assistance with Naviance as needed. Maintain and update student groups in Naviance each year. Assist other members of the College Counseling Office with Naviance.
Prepare, upload and electronically submit all student materials to colleges by stated internal office deadlines.
Preparation includes:
Creating individual student hardcopy folders, scanning of all previous school transcript(s), creating individual PDFs of each student's Choate transcript(s) in Share Point, and uploading student transcripts to their profile in Naviance and their folder in SharePoint.
Respond to requests for information from other offices (form deans, senior officers, Choate admissions office, registrar and communication offices, etc.) in a timely manner.
Other duties as assigned.
Requirements:
Minimum 3 years previous office experience, preferably in an educational organization.
College degree preferred. Must have an awareness and an appreciation of higher education demands and expectations.
Intermediate MS Word and Excel skills with the ability to quickly learn new technology.
Team-oriented professional.
Pleasant and attentive to the needs of office personnel and office visitors.
Solid and effective communication skills.
Maintain confidentiality.
Self-starter, curious, ability to multi-task.
Organized, detail oriented.
Enjoy working with students and parents in a school setting.
Patient and resourceful, polite and dependable.
Physical requirements include walking, driving, lifting boxes, and climbing stairs.