Student Life Office Administrative Assistant and Daily Operations Coordinator

Millbrook School seeks an Administrative Assistant and Daily Operations Coordinator to support the student life office. This position will work roughly from August 1 to June 15 and will report to the Dean of Students and work in close partnership with the Assistant Dean of Students. We seek candidates who are highly collaborative and are excited to work with young people in a fast-paced environment. The role requires strong organizational and communication skills, as well as a good sense of humor. While it is our preference that candidates have administrative assistant experience, we are also eager to find people who have strong customer service skills and are excited about connecting with students in a multitude of ways. ​​The hours of this position are Monday through Friday, 8:30 a.m. to 3:30 p.m. This role will require working six Saturdays during the academic year.

Key Responsibilities:

Manage the student attendance system

• Work with attendance entries in the learning management system
• Cross-reference student whereabouts in various student management systems
• Identify discrepancies in student attendance
• Manage student locations both on and off camp using the student management system
• Manage & track student attendance and detentions; collect/organize the data
• Ensure students' leave requests align with parental and school permissions

Act as a daily presence in the dean of students office for students

• Answer the main phone line in concert with several other administrative assistants
• Responsible for signing students in & out during the academic day and serving as the daytime MOD (Mustang on Duty)

Manage weekend leave process

• Oversee passes, including proper communication and expectations to students about weekend leaves
• Oversee Long Weekend, Vacation leaves and ensure all students have proper permissions
• Maintain and post digital faculty residential life evening duty schedules
• Communicate weekly detention assignments and maintain student discipline records
• Assist with the planning of student transportation as it relates to open weekends, long weekends, and school breaks
• Coordinate directly with specific faculty to schedule airport runs and train runs (to and from Wassaic).
  

Work closely with the Assistant Dean of Students regarding attendance issues

• Proactively communicate to MOD, health center, deans and dorm parents on students’ whereabouts

Assist in opening days of school for student registration

• Assist in the coordination of student summer storage vendors.
• Assist the Dean of Students with administrative tasks and record keeping and set up appointments and meetings for the Dean of Students and send reminders.

Organize faculty residential duty schedules into a comprehensive schedule for the year.

Manage the summer forms process and reach out to families with incomplete forms as needed.

Serve as back up driver, if needed.

Other duties as assigned.

Coordinate office events as needed.

Qualifications

• Associate’s degree required, bachelor’s degree preferred.
• Minimum 1-3 years of work experience in a school preferred.
• Administrative experience is required.
• Must be able to work collegially and be facile with technology.
• Must have a valid and clean driver’s license.
• Must be committed to working with young people in a diverse community and be able to communicate with a diverse population.

Specific Requirements/ Essential Functions

• Must be able to read, write, speak, and understand the English language.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with personnel, students, and family members.
• Must have the ability to work harmoniously and effectively with others.
• Must be able to follow written and oral instructions.
• Must be proficient in the composition of written communication.

Physical & Sensory Requirements (with or without the aid of a mechanic device)

• Must be able to move intermittently throughout the workday.
• Must be able to cope with the mental and emotional stress of the position.
  
• Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
• Must function independently.
• Must be flexible and willing to adapt to new technology, teaching methods and/or schedules.
• Must be able to work in person, on campus.
• Must be able to lift, push, pull, and move equipment, supplies, etc., without restrictions.

The hourly rate for this position is $24.00 - $26.00. Placement in the salary range is based on experience, education, skills and all other factors permitted by law.

Interested candidates should submit a letter of interest and resume addressed to Dean of Students, Anna Birnbaum.

Salary : $24 - $26