Administrative Assistant to the Headmaster and the Director of Admissions and Enrollment
July 13, 2018
Full Time - Administration
4 Year Degree
The Administrative Assistant is a critical role in the school involving high levels of
confidentiality and empathy for a range of school community members and external organizations and persons together with an understanding of the Academy’s operation. The Administrative Assistant is often the first point of contact for external stakeholders, prospective parents and student, and the broader community; therefore, it is essential that this person exemplifies the traditions of Archmere and the ethos of Norbertine Catholic Christian teachings, presenting the Headmaster and other administrators and the Academy in exceptional character.
In addition, strength and fluency with technology, database management and programs are essential.
Assistant to the Headmaster
Perform duties of confidential assistance to the Headmaster including preparing and managing correspondence, meeting calendars, reports, board minutes, and data base and paper files.
Ensure that the Offices of the Headmaster are characterized by an atmosphere of welcome, warmth and hospitality for students, staff, parents, visitors and other members of the Academy community and other Norbertine communities and ministries.
Complete effective proof reading and editing of documents and preparation/handling of credit cards statements, invoices, receipts, as required
Event planning for functions organized by the Headmaster
Act as Recording Secretary to a number of meetings
Manage communications with external persons and organizations
Maintain calendar to provide advance notice of deadlines and ensure good work flow for the office, efficiently managing and prioritizing the complex and competing demands of a wide range of duties and responsibilities related to events and activities
Be aware of personal/sensitive issues and be able to direct inquires by individuals to the correct people, as appropriate
Maintain effective communication with all members of staff
Assistant to Director of Admissions and Enrollment
Populating the admissions calendar, scheduling interviews
Admissions database management, manage and scrub data received
Populating filing paper records, mailings, answering calls and emails, and greeting prospective students and their families
Skills and Requirements:
An understanding and ability to demonstrate practical support of the ethos of the Norbertine education surrounding Archmere Academy
Ability to maintain the highly confidential nature of the role
Excellent organizational skills, with close attention to detail and highly competent in oral and written communications
Be an efficient and effective office administrator, with a strong work ethic and an ability to work well under the pressure of deadlines
Possess excellent interpersonal skills
Possess self-confidence and a willingness to accept responsibility
A flexible, lateral thinker, able to negotiate and coordinate at critical times
Ability to demonstrate high levels of skill in people management with staff, students, parents and external stakeholders
Ability to demonstrate good technical background and high skill levels in computer software packages, including Word, Excel, PowerPoint, database (Raiser’s Edge and Whipple Hill) and the internet.
Be able to enthuse and inspire colleagues to create a positive collaborative working environment
Possess patience and flexibility when dealing with a range of situations and people, including the ability to respond to staff, student, and parent needs
Be an autonomous worker but also have the ability to comprehend instructions and respond appropriately
Keep the workplace in a tidy and safe condition
Ability to understand privacy legislation and legal constraints in regard to information requests and staff appointments
Possess or be willing to obtain a police clearance and background checks
A willingness to attend any professional development programs to enhance personal knowledge and experience
Employment Status: Permanent full-time position.
Reports to: Headmaster/Director of Admissions and Enrollment
Hours: 8.00 am – 4.30 pm, Monday-Friday
Special Conditions: Some out of normal hours work will be required for duties such as meetings of the Headmaster and Board of Trustees.
Interested candidates should send a cover letter and resume in a joined document to Victoria Leon at firstname.lastname@example.org
Please note, we cannot offer this job to any current Archmere parent due to the confidential nature of financial aid associated with this position.
About Archmere Academy
Archmere Academy is a Roman Catholic, independent, co-educational college preparatory school inspired by the Norbertine tradition and a heritage of committed faculty, alumni, families, and friends. Archmere welcomes faculty and students of diverse religious and cultural backgrounds. Nurturing body and soul, mind and heart, Archmere focuses on the whole person through academic excellence, faith reflection, social development and service to others. Inspired by its heritage, Archmere cultivates empathetic leaders – young men and women prepared for every good work.