Details
Posted: 18-May-22
Location: Pebble Beach, California
Type: Full Time
Preferred Education: 4 Year Degree
Categories:
Other
Job Title: Administrative Assistant to Dean of Students’ Office
Department: Dean of Students Office
Reports to: Dean of Students
Job Status: Full time, non-exempt, starting July 1, 2022
Work Schedule: 40 hours per week, with occasional evening and weekend hours
Position Summary
Reporting to the dean of students, the administrative assistant to the dean of students’ office (AADO) is responsible for a range of administrative and logistical duties that ensure the swift, accurate, and consistent operation of the dean of students’ team. The AADO plays a critical role in ensuring student safety with timely tracking of student attendance and serves as a nodal point for community updates and reliable information. The AADO often meets students and families at their most vulnerable, and will be the first point of contact for parents and students in a variety of circumstances. This position is a 12 month position with significant summer project work to prepare for the coming school year.
Essential Functions
- Accurate tracking of daily attendance, including collaboration with teaching faculty for timely submission of attendance information and following up on unexcused absences with parents and dorm faculty
- Providing database support to the dean’s office, including the design and deployment of forms, surveys, and queries in the school’s student information system (Slate) and maintaining data integrity for student contact details
- Running the residential weekend and vacation pass system, in partnership with the director of resident life
- Editing and distributing the weekly bulletin, and coordinating with the director of activities to disseminate the assembly digest
- Managing the student life database (including day students’ vehicular data and issuing parking permits)
- Managing the dean of students Google calendar and the Pebble Beach campus activities calendar
- Producing and posting/distributing the weekend activities schedule in coordination with the resident activities committee, the director of activities, and dorm heads
- Serving as liaison with FLIK, the school’s food service provider
- Other duties as assigned by the dean of students to ensure the smooth running of the student life team
WORK ENVIRONMENT
This job operates in a professional office environment with a mixture of guests/visitors including young students/parents and professionals. This role routinely uses standard office equipment including a computer, photocopier/fax and filing cabinet.
ADDITIONAL INFORMATION
The essential functions and skills have been included but should not be considered as an exhaustive list of all functions, responsibilities, skills, duties, etc. Additional responsibilities and requirements may be assigned as deemed appropriate.
- The ideal candidate would possess as many of the attributes and have as much of the desired experience as listed.
- The School is a tobacco free environment and an equal opportunity employer.
- Stevenson is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, gender identity, national origin, age, disability, marital status, sexual orientation, or any other characteristic protected by law.
- Must successfully pass a criminal background check.
EQUAL OPPORTUNITY
Stevenson is an equal opportunity employer. Unlawful discrimination based on sex, race, color, gender, gender identity, gender expression, religion, citizenship, military or veteran status, marital status, age, national origin or ancestry, physical or mental disability, medical condition, sexual orientation, pregnancy, childbirth or related medical conditions, genetic characteristics, and any other characteristic protected by Federal, State, or local laws is prohibited.
APPLICANTS
Please apply and upload documents on the school's hiring portal.
POSITION QUALIFICATIONS
- Strong attention to detail; track record of working with databases and/or information systems; excellent organizational and time management skills; ability to work independently to meet deadlines; highest standard of professionalism and ability to maintain confidentiality in working with a broad spectrum of constituents; ability to operate in a dynamic work environment and meet colleagues, students, and parents with patience, empathy, and kindness.
SKILLS AND ABILITIES
Education: Bachelor’s Degree required
Experience: Three to five years of administrative assistant experience; Computer Skills: Proficient in MS Word, Excel and PowerPoint. Operational knowledge of web-related technologies, Google Suite applications and Gmail. Database or student information systems experience a significant plus.