ADMINISTRATIVE ASSISTANT

MISSION STATEMENT: Oliver Scholars prepares high-achieving Black and Latinx students from underserved New York City communities for success at top independent schools and prestigious colleges. We provide crucial support for our Scholars so they can realize their full potential and ultimately give back to the city, the nation, and the world. 

JOB TITLE: Administrative Assistant

REPORT TO: Director of Academic Affairs

DEPARTMENT: Academic Affairs

POSITION TYPE: Seasonal Full-time — Summer

FLSA: Non-Exempt

SUMMARY: Oliver Scholars seeks a current college student to assist the administration of the summer Scholar Immersion Program (SIP), catering to rising eighth and ninth-grade students. All applicants must have proof of completed Covid-19 vaccination. The Administrative Assistant is responsible for ensuring an environment of community, safety, accountability, discipline, and fun for students. This position reports to the Director of Academic Affairs and is an excellent opportunity to experience various aspects of scholarship and youth development with an education nonprofit organization.

The administrative assistant will take attendance, call families regarding absenteeism, supervise lunch, obtain materials for teachers, distribute students’ Metro cards, and track academic progress as needed. 

RESPONSIBILITIES

• June 25, 2024 to August 9, 2024; inclusive of five weeks at a school in NYC and a one-week residential program at a boarding school in MA 
• Required attendance at all orientation sessions and program meetings
• Supervise daily arrival and dismissal
• Record attendance and communicate late arrivals and absences to administrators and parents
• Email students and families with attendance updates as needed
• Support facilitation of lessons and classroom management when needed
• Assist faculty in monitoring student attentiveness, behavior, and progress during classes
• Coordinate with faculty, seasonal staff, and Oliver Scholars leadership to support students.
• Check-in with students and offer support in managing their various responsibilities
• Supervise student breaks and meal times
• Enforce community expectations and policies described in the student handbook
• Use technology platforms like Google Suite, Canva, SimpleText, and Apricot to draft, distribute, and archive documents.
• Assist the Programs Coordinator in managing course enrollment and tracking academic progress. 
• Other duties, as assigned.

QUALIFICATIONS

• Proof of completed Covid-19 vaccination booster. Individuals are considered fully boosted for COVID-19 two weeks after receiving an mRNA COVID-19 vaccine that follows a two-dose series (Pfizer-BioNTech or Moderna) or two weeks after receiving an mRNA COVID-19 vaccine that follows a single-dose course (Johnson & Johnson [J&J]/Janssen). 
• Current college student in good academic standing at an accredited degree program
• Strong organizational skills
• Conflict management experience and public speaking experience a plus
• A mission-driven individual with a belief in and commitment to Oliver’s mission and values
• A flexible, creative individual able to find alternative ways to connect with students
• Emotionally mature with a good sense of humor and the flexibility and sensitivity to work with diverse personalities and situations
• A hard worker with a high energy level; a “doer” with a willingness to work hands-on in developing and executing a variety of activities
• A good listener who is comfortable receiving feedback

DESIRED COMPETENCIES

• Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
• Adaptability - Adapts to changes in the work environment; willing to learn new techniques and procedures; Manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Innovation & Initiative - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention; Looks for and takes advantage of opportunities.
• Planning/Organizing & Project Management - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans; Communicates changes and progress; Completes projects on time and budget.
• Interpersonal Skills - Focuses on solving conflict, not blaming; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.

COMPENSATION: Salary is $19/hour

VACCINATION STATEMENTWe are committed to ensuring our office and alternate educational and event locations are safe for employees and the constituents we serve. The policy of the organization requires all employees to be vaccinated and boosted against COVID-19 to safeguard the health of our employees, visitors, partners, and the constituents we serve.

EEOOliver Scholars is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information, or any other protected class under federal, state, or local law.