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School-Wide Administrative Assistant Position

  • 26 Jun 2018 11:36 AM
    Message # 6343777

    Job Title:             School-Wide Administrative Assistant

    Department:        Admissions and Human Resources

    Reports to:           Director of Enrollment Management and Human Resources Manager

    FLSA status:       Non Exempt

    Revised:               June 2018

    To Apply: If you would like to apply for this position, please access the link to our online application management system at

    Position Overview

    The School-Wide Administrative Assistant is a full-time position that is split between the Admissions Office (70%) and other School administrative offices (30%).

    In her/his work in the Admissions Office, the Administrative Assistant serves in a highly visible and fast-paced office, and the individual in this position plays a significant role in a prospective family’s first impression of Marlborough School. S/he must be service-oriented and have the ability to be flexible and multi-task in an ever-changing environment.  It is essential for the person in this position to effectively interact with and serve a variety of constituents, including applicant parents, students, volunteers, faculty, and staff.  Excellent communication, interpersonal, and organizational skills are essential.  Computer proficiency, particularly in working with database programs, is required.

    As part of the Admissions team, this position works side-by-side with the Admissions Assistant and reports to the Director of Enrollment Management.

    Admissions Job Duties

    • ·         Maintains a working up-to-date knowledge of Marlborough School and the School’s admissions process.
    • ·         Assists with admissions and placement test administrations.
    • ·         Communicates daily with the Director of Enrollment Management to ensure successful operation of the Admissions Office; maintains on-going to-do list; prepares reports as requested.
    • ·         Drafts Admissions correspondence (including invitations), as requested.
    • ·         Prepares communication and maintains guest lists for admission families for all interviews, Shadow Days, Open Houses, Mornings at Marlborough, Athletic Events, Performing Arts Events, Sending School and Neighborhood Receptions, and one-time special events and presentations.
    • ·         Creates and maintains online forms and surveys for Admissions and other departments as needed.
    • ·         Provides administrative support for all the Admissions events (Open House, Morning at Marlborough, Shadow Days, Receptions, New Family Event, etc.), including sending confirmation emails prior to the event, ordering supplies, creating nametags, scheduling deliveries.
    • ·         Keeps detailed notes and records of all programs and events during the Admissions process and presents debriefs to the Admissions team as needed.
    • ·         Processes online inquiries and applications, ensuring accurate entry into the dedicated database.
    • ·         Updates and maintains admissions database daily, ensuring that everything is entered and formatted correctly.
    • ·         Works closely with the Academic and Administrative Technology Department.
    • ·         Ensures that online files are prepared, complete, organized, and easy to read for Admissions Committee members.
    • ·         Maintains Admissions Website pages, including updates to content, basic HTML coding, changes and improvements based on feedback from admissions families, and keeping it visually pleasing and cohesive within the design and style guidelines provided by the Communications Office.
    • ·         Schedules all School tours with Violet Key members.
    • ·         Prepares weekly statistical reports including information on admissions funnel, athletics, sending schools, zip code regions, etc.
    • ·         Processes invoices and tracks department expenses and budgets.  Provides Director of Enrollment Management with monthly updates on income and expenses.
    • ·         Maintains Office calendars, including those for the Director of Enrollment Management, Associate Director of Enrollment Management, and Admissions Office.

    ·         Processes check requests and tracks other School budgets under the purview of the Director of Enrollment Management.

    ·         Provides general support for other programs as requested by the Director of Enrollment Management.

    School-wide Job Duties

    • ·         Assists as the primary back-up to the School Receptionist and provides general administrative support, including filing, faxing, photocopying, writing correspondence, fielding telephone calls, and organizing and distributing incoming/outgoing mail.
    • ·         Serves as the initial point of contact for visitors, callers, and all incoming constituents of the School.  Disseminates information regarding School schedule, athletic events, and other general School information (i.e. weekly bulletin information, bus routes & schedules, summer school information, etc.)
    • ·         Projects a positive first impression of Marlborough School.
    • ·         Supports other School administrative offices as requested by the Human Resources Manager.
    • ·         Serves as a member of the Support Staff team and attends regular meetings as required.


    ·         At least 3 to 5 years of experience providing administrative support; preferably in an independent school.

    ·         Bachelor’s degree strongly preferred.

    ·         Excellent communication and interpersonal skills; resourceful problem solver; high level of discretion and proven record of maintaining confidentiality and sound judgment.

    ·         Strong working knowledge of Google platforms and Microsoft Office programs, including Word, Excel and PowerPoint.

    ·         Highly organized with an ability to work successfully either independently or in a group setting.

    ·         Strong customer-service orientation and overall team player.

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