The Deans’ Office works as a cohesive team in a discreet fashion with a high regard for confidentiality. The Assistant provides general administrative support for the Dean of Faculty, while maintaining a strong customer service environment for visitors.
The Assistant is responsible for creating and managing systems to support the efficiency of daily operations for the Dean of Faculty. They provide support including greeting and screening visitors, screening and referring telephone calls, answering questions and providing information; processing varied forms, data entry and correspondence for the Dean of Faculty. The Assistant presents a positive, professional image of The Hotchkiss School to visitors, staff, faculty, and students.
PRIMARY DUTIES AND RESPONSIBILITIES:
Provide administrative support for the Dean of Faculty.
Screen, answer and refer calls as appropriate.
Draft and edit correspondence as requested.
Assist with the recruiting process of new faculty members, including but not limited to: assist in maintaining the applicant tracking system, assist in scheduling candidate visits including lodging arrangements, send interview instructions to candidates, and reconcile reimbursement to candidates as appropriate.
Arrange for recruiting travel and conferences.
Compile and track grant and chair information for DOF use. Process correspondence to participants and payment forms to accounting. Coordinate and communicate awards to Alumni/Development.
Complete payroll communication for faculty annual/bi-annually/monthly stipends.
Liaise with new faculty in summer: correspondence, logistics/arrival on campus, etc.
Assist DOF/ADOF with new faculty orientation.
Maintain Faculty information database.
Assign Faculty to Auditorium and Chapel and duties.
Work with Communications/Alumni/ Development, Human Resources, Business, Academic and Admission offices in providing information about faculty for publications.
Maintain committee lists and terms for members. Develop ballots for elections, email nominees, collect ballots and compile list(s) of those selected.
Reconcile monthly credit card statements and review budgets.
Organize and forward employment related documentation to Human Resources for personnel files.
Additional duties and responsibilities as needed and assigned.
Bachelor’s degree or the equivalent in experience.
Must possess the ability to maintain the highest level of confidentiality and the ability to work discreetly with sensitive information.
Strong organizational and time management skills, enabling independent multi-tasking with minimal supervision.
Proficient in Microsoft Office, Excel, Word, Google applications, Minerva, database management and comfortable with new technology.
Knowledge of and experience with e-communications.
Basic accounting skills.
Strong communication skills, both oral and written.
Strong organizational skills and attention to detail.
Excellent customer service skills.
Occasional bending, reaching, stooping.
Repetitive motion (use of computer keyboard).
The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
The Hotchkiss School does not discriminate on the basis of age, gender, religion, race, color, sexual orientation, gender identity, genetic information, disability, or national or ancestral origin in the administration of its educational policies, scholarship and loan programs, athletic and other School-administered programs, or in the administration of its hiring and employment practices.
The Hotchkiss School is a tobacco-free environment.