Admissions Assistant - Temporary position

    • Job Tracking ID: 512201-797440
    • Job Location: Hopkins, MN
    • Job Level: Any
    • Level of Education: Any
    • Job Type: Part-Time
    • Date Updated: November 12, 2021
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

Position Overview:

As an integral member of the Office of Admissions team, the Administrative Assistant position serves as the school’s first point of contact for prospective parents and students who are interested in attending The Blake School; therefore plays a key role making a positive first impression on prospective families. The Administrative Assistant is responsible for providing coverage at the front desk at the Office of Admissions and also provides administrative support to the admissions team.  This position is expected to be temporary, from the date of hire to June 30, 2022.

Essential Functions and Responsibilities:

  • Serves as the first point of contact to visitors for the Office of Admissions

    • Provides accurate preliminary information about The Blake School to families seeking more information about school programs or the admission process

    • Answers phone calls and responds to inquiries from families in a timely manner

    • Connects inquiring families to appropriate Admissions Coordinator

    • Encourages families to attend admission events, tour the campus and move through admission process

    • Manages multiple database tools by entering inquiry information gathered via phone, walk­-in, electronic communications and events

    • Assists in managing office calendars

  • Manages reception area and visitors to the Office of Admissions

    • Greets and provides refreshments of families who visit for testing, interview or meeting

    • Acts as liaison between family and Admission Coordinator during the visit

    • Ensures that reception area is professional and presentable to all Blake School guests

  • Provides general support for office-wide and school-wide events and admission activities

  • Coordinates admission mailings in conjunction with Admission Coordinators and Director

  • Supports planning and execution of admission events, including copying/packing/nametags and managing pre-registration for events

  • Assists coordinators with copying/scanning in preparation for admission committee reviews

  • Assists coordinators in checking application files and following up with families for missing material

  • Provides staff support for occasional weekend and evening admission events

  • Coordinates work with Parent Association related to welcoming new families to Blake

Experience and Skills:

Minimum Qualifications:

  • High School diploma (college degree preferred)
  • At least 3 years administrative assistant experience (preferred)
  • Must demonstrate strong written and oral communication skills
  • Knowledge of computer software and database management
  • Excellent organizational skills
  • Ability and desire to interact with young children (ages 4 ­- 12)
  • Ability to be proactive, anticipate and respond to needs, stay calm
  • Ability to work independently as well as a team player with other office staff
  • Ability to be adaptable, handle interruptions, multitask and set priorities
  • Strong proofreading skills required
  • Strong interpersonal skills; ability to relate well to students, parents, colleagues and visitors
  • Must be able to interact comfortably with students parents, colleagues and visitors with diverse backgrounds
  • Willingness to participate in training opportunities in alignment to Blake’s commitment to Pluralism

Working Conditions:

  • Must be able to manage a number of projects at one time and manage frequent interruptions to meet the needs and requests of our various constituents
  • May have to spend long hours sitting and using office equipment and computers
  • May have to do some light lifting of office supplies and material from time to time

Disclaimer:

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. The duties and responsibilities in this job description may be subject to change at any time due to reasonable accommodation or other reasons.

 

The Blake School believes that a diverse society enriches all individuals and communities. Diversity of race, ethnicity, national origin, geography, religion, gender, affectional or sexual orientation, age, physical ability, and marital, parental or economic status forms the fabric of our society. As a result of these beliefs, The Blake School actively seeks students, families and employees who value and contribute to the fullness of a diverse community within the context of its mission. In doing so, we recognize our responsibility to help make each person's experience a success. EOE