St. Mary’s Academy is seeking a Receptionist / Administrative Assistant, which is a full-time 12-month, non-exempt position reporting to the Director of Admission. This individual will support the organization by acting as a friendly, knowledgeable, helpful, and committed representative of the Academy and by performing a variety of essential tasks to ensure the smooth operation of the Academy’s front office. This position is expected to provide outstanding customer service to prospective and current school families, trustees, alumni and other school community members in-person, on the telephone, and via electronic communication. He or she is expected to have the basic information necessary to answer frequently asked questions to better serve school community members with various inquiries.
Major Duties and Responsibilities:
Answer telephone calls in a pleasant, professional and informed manner in order to provide information and foster a positive image of the school.
Greet visitors, guests, students, and families respectfully, warmly, and professionally, and provide appropriate assistance, information, and hospitality.
Assist in all aspects of maintaining a professional front office, including but not limited to: fielding and directing incoming phone calls; filing, copying, and faxing sensitive information; and receiving, processing, and sorting incoming and outgoing mail.
Process deposits using desktop scanner.
Monitor, manage, and order various necessary office supplies for the Academy.
Prepare admission files for all applicants; including document uploads to PCR or printing submitted documents for applicant files.
Assist with the scheduling of meetings, tours, and interviews with prospective students and families for the Admissions Office.
Complete various clerical assignments and projects for the Advancement Office, the President’s Office, the Office of Communication, and the Academy Historian, always in coordination with the Director of Admissions.
Coordinate summer projects to be completed by high school student employees.
Manage the telephone message system (including office hours, inclement weather, and other various recorded messages).
Develop a positive, welcoming, caring, and capable climate in Sanders House.
Arrange for coverage of front desk duties at all times (Sanders House lunch/break coverage, HS student scheduling/training, vacation).
Maintain a viable list of substitutes for the position.
Understand, adhere to, and support the mission of St. Mary’s Academy.
Other duties as assigned.
Qualifications & Requirements
Education and qualifications should include the following:
Bachelor’s degree in a related field (strongly preferred).
A minimum of three years experience in an administrative position, preferably in a not-for-profit and/or admissions office.
Must be proficient in Microsoft Word & Excel.
Database management experience - PCR or Blackbaud preferred.
Familiarity with Macintosh Operating Systems and applications.
Willingness to be trained in fundamentals of software and database essentials, as necessary.
Excellent oral and written communication skills.
Ability to organize and prioritize work, multi-task, and manage time effectively and efficiently.
Ability to work independently with minimal supervision.
Excellent interpersonal and social skills.
Ability to speak Spanish (or other foreign languages) preferred.