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UPPER SCHOOL DIVISION ASSISTANT / ADMISSIONS ASSISTANT

The Upper School Division and Admissions Assistant will report to the Head of the Upper School Division and support the success of the Upper School and the Head.  For the first academic year, the assistant will allocate approximately 25% FTE to supporting the Upper School Division related activities of the Admissions Department, and report to the Director of Admissions . Working in a highly collaborative and innovative culture, this position offers the opportunity to engage with students, parents, faculty, staff and the broader community.Primary Responsibilities for Upper School Division Assistant Role
 
·         Responsible for being central point of contact at Upper School Division campus; answer phones, distribute messages to students & faculty, communicate closely with Operations staff
·         Manage Head of Upper School Division’s calendar/schedule; heavy calendaring
·         Extensive event planning and orchestration
·         Organize and coordinate local and international school trips
·         Support school community with a multitude of requests/projects including scheduling multi-site meetings, facility use requests
·         Ensure that confidential school & student materials are handled with discretion and a sense of urgency
·         Coordinate logistics for meetings and conference calls
·         Ensure that confidential school & student materials are handled with discretion and a sense of urgency
·         Generate large volume of email correspondence
·         Process expense reports, records and internal documents
·         Support Admissions department during 2013/2014 school year, as needed (see responsibilities below) Primary Responsibilities for Upper School Division Admissions Assistant Role (25% FTE)_
 
·         Correspond daily with interested parties via phone, e-mail, mail, and fax
·         Process in-coming mail.
·         Create electronic filing system for applicant files
·         Scan application materials
·         Schedule and confirm Upper School Division Admissions activities, including tours, campus visits, information sessions, activity sessions, interviews, and various meetings and events
·         Assemble and distribute admissions application and financial award materials
·         Generate and maintain paperwork associated with admissions events and meetings
·         Assist with admissions event planning and execution
·         Escort for student and parent visitors
·         Enter/manage applicant information
·         Assist with outreach and recruitment efforts – building internal database
·         Update and input admissions information, data, and stats
·         Other special duties and projects as assigned
 Required Qualifications & Skills
 
·         Excellent interpersonal, written, and verbal communication skills.
·         Highly organized and efficient, able to prioritize effectively to accomplish objectives.
·         Trustworthy and loyal.  Demonstrated ability to use good judgment and maintain confidentiality.
·         Proficient with MS Office Suite, Outlook, File Maker Pro, Excel and a proven ability to learn new technology quickly
·         5 or more years of Executive Administrative or equivalent experience. 
o   Be able to work collaboratively in a team environment
o   Be proactive in planning, problem solving, and communications
o   Excellent oral and written communication skills
o   Sensitivity, discretion, and a sense of humor
o   Work well under pressure and be able to adapt to changes
o   Be proactive in planning and problem solving
o   Flexible to work independently and with a team
School
The Nueva School
Contact Phone Number
650-350-4540
Amy
Sorensen