Admissions Administrative Assistant

ADMISSIONS ADMINISTRATIVE ASSISTANT

Job description

ABOUT EAGLEBROOK SCHOOL

Eaglebrook is a junior boarding and day school for boys in grades six, seven, eight and nine, located in Deerfield, Massachusetts. Founded in 1922, Eaglebrook’s vision is to help each student develop his unique gifts during the important middle school years, and our mission is to meet boys where they are in their development and to encourage them to build self-confidence through success. Eaglebrook offers a rich and diverse curriculum geared toward the learning styles of middle school boys.

The Position

Eaglebrook School (the “School”) invites applications for the Admissions Administrative Position (the “Position,”) specializing in, but not limited to, ensuring a welcoming environment for perspective students and their families, superior communications and support within the department as well as with all other student facing departments, while maintaining a positive work environment. The school is looking for a talented, flexible, team player who will thrive in an ever-changing environment. The position is a full-time, year-round position.

Admissions Administrative Assistant Job Responsibilities

Greeting Visitors

• Welcoming all visitors cordially, making them feel at home with fun conversation. 
• Oversee a clean and orderly space. 
• Answer basic questions about the interview and application process. 
• Assist with all campus events. 
• Prepare student/family folders for campus events. 

Office Communications

• Answer the phone with a positive voice and respond to all emails in a professional and timely manner.
• Welcome all walk-in visitors to campus, and provide directions. 
• Maintain daily interview schedule, update Google calendar, and Blackbaud database. 
• Manage setup of all Admissions-related processes in Blackbaud database.
• Process all application materials (submitted through SAO, Blackbaud, and/or email).
• Submit complete application files to Admissions Committee for review.
• Generate and share weekly visit and student tour guide schedules with other administration offices. 
• Coordinate with Head of School Office for weekly meetings and visits.
• Help prepare and manage weekly admissions office meeting agendas. 
• Follow up with families to help keep them moving forward in the application process. 
• Communicate (electronically and by mail) admissions decisions to families. 
• Work with the Business Office to ensure payment of registration fee and signed contracts. 
•  Manage follow-up process with families to ensure enrollment requirements are complete (Enrollment Agreements, Registration Fees, and tuition payment plan selections).
• Manage invites and registrations for Admissions Virtual Open House sessions.
• Work with event planner & maintenance team on setup for hosting the annual Western Massachusetts Boarding School Tour.

Maintain Positive Office Environment

• Make sure the office is well stocked with essential supplies. 
• Ensure a welcoming and tidy office space.
• Prepare visitor gift bags.
• Maintain Admissions Bulletin Board
• Manage orders of giveaway items 

Qualifications

• Bachelor's degree preferred, but high school diploma or the equivalent in education and experience required
•  1-3 years of administrative assistant experience
• Familiarity and/or comfort working in a CRM (preferably Blackbaud)
• Proficient computer skills (Excel, Zoom, etc.)
• Outstanding oral and written communication skills
• Strong, self-motivated work ethic, high energy, and competitive spirit
• Appreciation for the value of diverse cultures, backgrounds, and experiences
• Proven ability to work both independently and collaboratively as a member of a diverse community

Physical setting:

• Office

Schedule:

• 8 hour shift. Occasional overtime required with weekend work.

License/Certification:

• Driver's License (Preferred)

Work Location: In person at 271 Pine Nook Road, Deerfield, Ma