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Administrative Assistant To Dean Of Students

Company

The Lawrenceville School
Address , Lawrenceville, 08648
Employment type FULL_TIME
Salary
Expires 2023-09-19
Posted at 8 months ago
Job Description
Overview:
The Assistant to the Dean of Students is responsible for creating a warm and welcoming atmosphere for all students; this position will provide administrative support to the Dean of Students, Associate Dean of Students, Assistant Dean of Students, Level Directors and Head of Houses. It will serve as a screener for parental inquiries and concerns, addresses the issue when possible.
Responsibilities:
  • Along with the Dean of Students, Associate Dean of Students, and Assistant Dean of Students serves as administrator of anonymous reporting software for student concerns and issues
  • Make room reservations upon request for students and faculty
  • Assist in the preparation of student awards at the end of the year
  • Arrange for travel accommodations and transportation for the Dean of Students, Assistant Dean of Students, Level Directors and Head of Houses.
  • Maintain lost and found and assists students in reporting missing and found items in the house letter
  • Update and maintain group emails for Head of School, Student Council, House Presidents and Prefects
  • Maintain records and verify student compliance of required “Explorations” credit
  • Maintain housemaster team data for current and past years used to determine years of service and stipends
  • Monitor the Dean of Students budget and expenditures and makes recommendations for future adjustments
  • Manage outside vendors for student services
  • Collect and track revisions to the Student Handbook throughout the school year
  • Register the Dean of Students, Associate Dean of Students, Assistant Dean of Students, Level Directors and Head of Houses for professional development seminars/training throughout the school year
  • Enter student data in veracross including but not limited to profile revisions, advisor assignments and room assignments for over 800 students
  • Create, post and distribute the Administrator on Duty schedule for all three terms
  • Assist in the delegation of tasks and responsibilities for the Dean of Students Administrative Assistant
  • Schedule yearly “Faculty Check-in” appointments for the Dean of Students and Assistant Dean of Students
  • Create a warm and welcoming atmosphere ensuring that students are made to feel comfortable when in the Dean of Students Office
  • Assist the school photographer with the annual community facebook and student compliance
  • Determine what students have special circumstances that require them to remain on campus before and during breaks and communicates information with any faculty/services that would be impacted
  • Prepare summer mailing information and forward to communications for posting
  • Monitor missing House Reports when due by communicating with the registrar
  • Update, distribute and maintain Student Council member documentation
  • Perform other duties as requested
  • Periodically monitor emails and phone messages during off hours to be able to assist with any inquiries, schedule changes/requests and concerns that require immediate attention
  • Assist in the scheduling and management of storage trailers and contractors for student belongings at the beginning and end of the school year
  • Work together with the Day Student Services office to maintain the attendance database. Distribute green cards for any changes in the role of a student
  • Provide all facets of administrative support to the Dean of Students, Associate Dean of Students, Assistant Dean of Students, Level Directors and Head of Houses
  • Serve as screener for parental inquiries and concerns, addressed the issue when possible, and forwards any serious concerns to the Dean of Students in a timely matter
  • Schedule and plan Head of Houses Dinners and child care throughout the year
  • Maintain the discipline database and provides varying reports to faculty (Dean of Students, College Counseling, Level Directors, etc.)
  • Collect and distribute room condition forms and key books at the beginning and end of the school year
  • Assist calendar team in maintaining the school calendar and posting relevant information into the veracross calendar
  • Assign student weekly detention, work duty and campus/house restriction utilizing the Veracross database and communication from housemasters. Verify student compliance and notifies the Dean of Students of excessive absences and violations
  • Process the Dean of Students monthly expense account
  • Work in conjunction with the Director of Donor Relations in ensuring that those students receiving scholarships comply with the requirements of the program.
  • Arrange for meeting space and create, post and distribute weekly housemaster and level review schedules
  • Schedule the All-School Photo and requests work orders for both public safety and building and grounds to prepare the campus for the photo
  • Process invoices and expense re-imbursements for the Dean of Students office and Head of Houses
  • Update profile codes into the Veracross system for all student council members and prefects
  • Identify, prepare and procure housemaster and assistant housemaster recognition gifts/awards at the conclusion of the school year
  • Assist the Dean of Students, Level Directors, Head of Houses and students with the housing selection process for the upcoming school year and enter into veracross
  • Order and maintain office supplies while ensuring expenditures are within budget
  • Provide professional and courteous assistance and information to students, parents, faculty and staff
  • Prepare student election lists and ballots and furnishes the materials needed to host the elections
  • Arrange for meeting space and schedule Prep for Prep meetings and dinners three times per year
  • Arrange for the Major Events Calendar meetings and distribute and post events into veracross after it has been finalized
  • Work together with the Dean of Students to finalize metrics/attrition reports regarding student information
  • Schedule parent, student and/or faculty meetings with the Dean of Students and Assistant Dean of Students
  • Maintain the Dean of Students, Associate Dean of Students, and Assistant Dean of Students daily calendar
  • Attend the Student Affairs Committee Meetings three times per year and provide copies of the agenda, board report and minutes from the prior meeting. Take minutes for the current meeting and ensure that all technology needs have been addressed
  • Arrange for and manage transportation to the Philadelphia and Newark airports during the three school breaks for those students requesting this service and submits detailed billing information to the Finance office at the conclusion of each
  • Update and distribute the yearly Crisis Manual
  • Manage pre-season and regular registration days for all students
Qualifications:
  • Proficient in Microsoft Office and Google
  • Bachelor’s degree or a combination of working experience and education
  • Ability to anticipate needs of office and plan accordingly
  • Ability to manage multiple tasks and prioritize
  • Strong written and oral communications skills
  • Ability to maintain confidentiality in all aspects of this position
  • Ability to handle details with accuracy
  • Strong organizational and interpersonal skills
  • Proven record of working efficiently and effectively in a fast-paced and demanding environment
  • Able to learn data management systems linked to scanned or other electronic data input for distribution to faculty, staff, and others via various means
  • Experience working in a private school preferred
  • Self-motivated
  • Consistently follows through