The Loomis Chaffee School is seeking a full-time (12-month, 40 hours) experienced Administrative Assistant to the Academic Office. The ideal candidate will have at least three years of experience directly serving as an Administrative Assistant (or in a similar role) in an independent school or business.

Position Description

The Administrative Assistant to the Academic Office performs duties including management and coordination to assist and augment the work of the Dean of Academics & Curriculum/Director of Studies, the Associate Director of Studies/Registrar, and the Associate Director of Studies. This role serves as a significant point of contact between these administrators, the wider school community, other schools, and the public.

Specific Responsibilities:

• Serve as primary administrative support and point of contact for the Dean of Academics & Curriculum/Director of Studies and the two Associate Directors of Studies;
• Manage the daily details of the Academic Office, anticipating needs, initiating action, and providing information for the Dean/Director and Associate Directors;
• Prepare and maintain daily calendars, arrange meetings, and prepare all related materials for the Dean/Director and Associate Directors;
• Maintain student academic folders and records, including transcripts, credits at admission, grades and comment reports;
• Maintain and update wide range of data and “integrity issues” in the Student Information System in Veracross (database);
• Coordinate Celebration of Excellence prizes, citations, and invitations to families;
• Track all medical leaves and academic probations and related communications;
• Work with Associate Director/Registrar to manage data and documents for the following:
  • Independent Study Projects;
  • Semester- and year-away programs (Mountain School, SYA, SEGL, etc.);
  • “Sending programs (ABC, Assist, Prep for Prep, etc.);
  • Pass/Fail applications.
• Project assignments from Dean/Director and Associate Directors as needed.

Position Requirements

Skills:

• Must exercise good judgment in decision-making, be willing to take initiative, and demonstrate excellent oral and written communication;
• Self-sufficiency, as many tasks will be performed independently;
• Ability to respect and protect the confidential nature of the work of the Academic Office;
• Ability to work independently and as a part of a cohesive team;
• Strong planning and organizational skills and the ability to manage competing priorities;

Experience:

• At least three (3) years of experience directly serving as an Administrative Assistant (or similar role) in an independent school or business;
• Proficiency with all Microsoft applications, including Excel and merge applications, as well as experience with a variety of database systems;

Education:

• Bachelor's degree preferred.

Physical Requirements:

• Role is primarily sedentary for extended periods of time;
• Occasional walking required across campus;
• Occasional lifting up to 10 lbs;
• Vision must be good or corrected to normal to perform job duties;
• Keyboarding and other repetitive tasks.

The Loomis Chaffee School does not discriminate against employees on the basis of race, color, religious creed, gender, sexual orientation, national origin, ancestry, age, marital status or disability. This policy applies to, but is not limited to, admission, financial aid, employment, use of school facilities and participation in school activities.