Career Center

Nature and Scope of Job
The Administrative Assistant to Advancement (AAA) supports the Director of Admission and Communications (DAC) and Director of Development (DOD) in all aspects of their work, providing administrative support in an efficient, resourceful, flexible and gracious manner that best represents the office to internal and external constituencies. S/He is also responsible for the registrar functions of the School. S/He provides a warm, welcoming and engaging presence on all forms of communication and is able to work effectively in an office environment with constant interruptions. Discretion, confidentiality, independent judgement and a high level of professionalism are required.

Main Responsibilities
1. Fully supports the school’s mission and is a highly engaging, positive and assertive ambassador for
the school.
2. Assists the DAC and DOD with various events that are hosted by the admission and development
offices.
3. Supports the DAC with all admission functions and processes as requested. Enters admission data
in Admission Plus Pro. Schedules admission tours.
4. Supports the DOD with DonorPerfect database management. Enters gifts into the system, creates
and maintains donor records and mail/e-mails lists and pulls donor reports.
5. Is the first in line for incoming telephone calls to the school. Performs a variety of clerical duties,
including filing documentation, typing reports, correspondence, forms, notices and referrals.
Maintains files and duplicates materials as needed.
6. Monitors the administrative building’s entrance – unlocking it and allowing visitors to enter. Greets
visitors and guests, ensuring they sign in and out.
7. Assists with Parent Conferences, e.g., prepares signs, greets parents and directs them to rooms. Is
present in the main office for one of the two nights.
8. Is responsible for organising the school bus system for the school. Distributes bus lists and school
calendar information to school districts, sends Act 372 information to parents, disseminates bus
rosters to teachers and confirms bus run with private bus companies.
9. Is the back-up to the Office Manager for daily pupil attendance and dismissal.
10. Maintains the snow contact spreadsheet.
11. Is responsible for the logistics for the annual 8th grade Boston overnight field trip, e.g., builds the itinerary with the Assistant Head of School (AHOS), secures the bus, schedules day trips, makes hotel and restaurant reservations and works with the Business Office to ensure that payments are made on time.

Registrar
1. Is responsible for maintaining transcripts. Creates transcripts for 8th grade pupils who are applying
to secondary schools and finalises transcripts at year-end.
2. Requests records when new pupils matriculate to the school and releases pupil records to other
schools when they are requested.
3. Provides EC – K teachers with attendance reports for report cards. Files all report cards and
transfers to permanent academic files in main filing cabinet.
4. Is responsible for ordering awards and name plates for the academic awards for the Honours
Ceremony.
5. Is responsible for clarifying the appropriate names to be used for graduation; orders and prepares
graduation certificates and holders; sends graduation invitations; and orders roses and boutonnieres
for pupils, floral arrangements for the stage and flowers for the parents.
6. During the summer, prepares paperwork for the upcoming school year, e.g., creates files for new pupils, updates and distributes class/advisor lists, car line signs, files recent pupil departure records (including graduates), sends records to schools for departing pupils, updates pupil information and labels for school nurse, updates academic files (in Admin+), distributes attendance and lunch sheets to teachers, requests records release from incoming pupils’ schools, etc.

Skills and Knowledge
1. Highly skilled in the following areas: verbal and written communication, interpersonal/
relationship building, organisation, time management, attention to detail, problemsolving,
conflict management and decision-making.
2. A role model of high standards of professional behaviour.
3. A strong sense of ethics and integrity.
4. High degree of diplomacy and confidentiality.
5. Excellent typing and computer skills; good mathematical skills.
6. Impeccable telephone technique and etiquette.
7. Thorough knowledge of:
a. standard office practises and procedures, grammar, punctuation and spelling
b. use of the Internet, especially for research, travel and purchasing
c. Microsoft Suite: Word, Excel and PowerPoint
d. Google Suite.
8. Skilled at using a variety of modern office equipment.
9. Willing to embrace the lifestyle of working in a small independent school by being a team-player and working the amount of time that is required to model excellence in job performance.

Minimum Requirements
1. Associates degree required. Bachelor’s degree preferred.
2. Three years administrative experience, preferably supporting an educational and/or executive administrator.
3. Demonstrated cultural competence and commitment to inclusivity and belonging.
4. Experience in a not-for-profit and/or independent school environment preferred.