Summary

The Albuquerque Academy Admissions Office is seeking an individual for the position of Administrative Assistant. This position is responsible for supporting and assisting the Department of Admission and Enrollment Management team through customer service and administrative functions. Reporting to the Admission Operations Manager, the Administrative Assistant engages in critical phases of the admission process and serves as a seasonal, non-exempt employee. Strong candidates are attracted to our mission and see themselves as engaged community members.

All employees at Albuquerque Academy approach their work in accordance with the values in our mission and in a spirit of kindness, professionalism, generosity, and civility to all members of the community. Our community norms, listed below, underlie our school culture, and all community members are expected to commit themselves fully to them.

• Value and respect the diverse contributions of each person in the community.
• Assume positive intent and inquire if you are left with questions or concerns.
• Engage in face-to-face direct conversations; be clear, open, and honest in your conversations.
• Be present and participate.

Albuquerque Academy seeks to maintain a diverse and energetic staff to work on campus. We encourage applications from groups traditionally underrepresented in independent school communities. The position is open until filled, and applicants are asked to submit a letter of interest and resume along with their online application. Please explain why Albuquerque Academy is the right fit for you and detail your passion for the position.

Essential Functions

• Serve as the first-level customer experience representative by answering incoming customer emails, phone calls, mail, and faxes. Greet office and event visitors, including families, students, faculty, and staff.
• Provide detailed and accurate information regarding the admission process and the school-wide activities/policies. Primarily assist the public with their admission applications but also assist with other customer-service needs, referring to other departments as necessary.
• Independently process admission inquiries and applications.
• Coordinate admission interviews/buddy visits. Make related database updates.
• Print and mail communications to new prospects and applicants daily. Coordinate mass mailings seasonally and birthday mailings monthly.
• Query the completion of applicant checklists and assist with completing applicant files through outbound communications with families and schools.
• Assist in event preparation, set-up, and dismantling. Work at nighttime and weekend admission events with prior notice.
• Process enrollment contracts. Proactively contact enrolling families to communicate upcoming deadlines, fees, and policies.
• Maintain office and guest waiting areas by offering beverages and ensuring there is a clean, comfortable seating area.
• Organize, inventory, and maintain admission storage units.
• Communicate with families and schools regarding transcripts and teacher recommendation forms.
• Document all parent conversations in the database.
• Support the School and its mission, always maintaining a high degree of professionalism.
• Foster and maintain a culture of mutual respect, equitable practice, and joy.
• Demonstrate cultural competence and communicate and collaborate effectively across differences.

Other Responsibilities

• Support the buddy day (visit day) program as directed by the assistant directors.
• Attend and successfully complete professional development courses per supervisor requirements.
• Attend school in-services per supervisor request.
• Support the following processes: interviews, host buddy day visits, and plan and/or attend applicant workshops.
• Attend employee meetings as needed.
• Perform other duties as assigned.

Education

• A high school diploma or equivalent is required.
• A Bachelor’s degree is preferred.

Experience

• Minimum three years of experience in administrative assistance or a comparable field is required.

Knowledge/Skills/Abilities

• Ability to work with minimal supervision in a fast-paced office environment.
• Ability to identify work projects and direct self to accomplish tasks during any downtime, when finished with assigned tasks.
• Strong technical skills, with proficiency using business applications and databases and/or strong propensity to learn.
• Business writing skills.
• Ability to establish and maintain positive public relations.
• Organizational and time-management skills.
• Ability to maintain strict confidentiality of all information.
• Ability to track numerous tasks simultaneously and to work comfortably with interruptions.
• Fluency in Spanish preferred; other languages are a plus.
• Ability to pass courses related to the above technical skills during both the interview process and to hold this position.
• Ability to work with young people in an educational setting.

Special Requirements

• Must be legally authorized to work in the United States.

Working Environment

• Majority of work is performed in an indoor office setting in the campus Library.
• Work hours are typically from 8:00 a.m. to 5:00 p.m. Monday through Friday.
• Overtime hours may be required with prior notice.
• Weekend work and evening shifts are occasionally required with prior notice (approximately 2-3 weekends per year and 3-4 evenings per year).
• Work will continue through the seasonal schedule in its entirety. The seasonal work schedule is ten months per supervisor request and employee agreement, typically mid-August through mid-June.

Physical Demands

• Prolonged sitting and computer use.
• Must be able to lift items up to 25 lbs.

EEO/ADA Compliance

Albuquerque Academy is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Academy will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.