St Thomas School Hiring for Administrative Assistant for Admissions & Financial Aid Job at Medina, WA Full Time

Open Position: Administrative Assistant to Admissions and Financial Aid

Direct Reports: N/A

Reporting To: Director of Admissions and Financial Aid

FLSA Status: Non-exempt

When Needed: Immediately

FT/PT: Full-time

On-site or remote: on-site

Pay rate: $24 to $26 per hour, based on education / experience

Why St. Thomas School?

You thrive in a face-paced environment, working alongside others who share your ideals. You are inspired by children and appreciate their joy and energy. You enjoy making an impact and being part of something bigger than yourself. You believe that schools should be among the most innovative places on earth. And you are committed to excellence and professional growth.

Who We Are:

Founded in 1951 and located on the east side of Seattle in Medina, Washington, STS is a private, non-sectarian school for Preschool through Eighth Grade students. Our educational journey is defined by a cognitively engaging program with an emphasis on developing character, leadership, and a passion for learning and achievement. Our highly regarded curriculum prepared students to excel at future endeavors while honoring the schools long standing core values.

We commit to an inclusive and diverse community in which everyone can say, “I belong.” We seek employees who are passionate, qualified, and offer diverse perspectives. We are particularly interested in the role education and a diverse learning environment play in promoting equity and inclusivity.

We foster:

• A diverse, safe, and equitable school environment

• Actions and advocacy that support our Core Virtues

• Cultural competence, anti-bias, and social justice

• Intellectually curious and engaged global citizenship

Job Summary:

Under general supervision, works in partnership with the Director of Admissions and Financial Aid to ensure that the Admissions Department and processes run smoothly, and that St. Thomas School is represented well. Provides administrative support for the Admissions and Financial Aid Department.

Specific Responsibilities:

• Provides Administrative support for Director of Admissions, serving as the primary contact for communications and coordinating appointments and calendars
• Supports hospitality functions such as Open House, school tours, student visits, ELC student assessments, New Parent Evening, Ice Cream Social, and school fairs
• Serves as school Registrar for school records requests, supports students applications to other schools upon transfer and graduation, maintains current student files, creating new files and archiving old student files
• Provides backup coverage for reception desk
• Provides outside coverage for student drop off/pick up

Admissions Office Support Duties:

• Schedules parent admissions interviews, student visits, admissions tours and Open House events
• Coordinates RSVPs for Admissions events
• Tracks application information in Ravenna, sets up parent interviews, student visits, tours and Open House events
• Reviews website information and materials
• Coordinates online enrollment process in Sr. Systems.
• Maintains files on applicants; follows up on missing information
• Prepares all assessment materials for student visits
• Prepares information for Admissions Committee meetings
• Accurately organizes statistical information (e.g., weekly revenue tracker for Head of School and Director of Finance)
• Distributes bulk emails
• Prepares mailings and other materials including (but not limited) to:
• Open House materials (admissions packets, nametags, registration sheets)
• School fair materials
• Annual diversity reporting
• Online reenrollment materials
• Decisions letters (both mailed letters and email notifications)
• New Parent Evening nametags, manage invite and RSVPs
• New Student tube mailings
• Updating, printing and compiling Admissions packets
• Survey for departing families

Financial Aid Officer Support Duties:

• Coordinates communications, forms and procedures
• Manages the processing of applications, following up on missing information
• Manages SSS system, updating, retrieving data and managing reports
• Prepares materials for Financial Aid Committee meetings
• Serves as Member of the Financial Aid Committee
• Develops and maintains appropriate files, data and procedures to ensure a consistent decision- making process
• Ensures the confidentiality of Financial Aid applicants at all times throughout the year.

Other Duties:

• Vigorously engages in his/her own professional development
• Establishes and cultivates community relations by maintaining open and candid dialogue with all the schools constituencies
• Is familiar with and complies with all policies and regulations as put forth in the schools documents
• Since safety and security are everyones responsibility, takes all necessary and reasonable precautions to protect students, faculty, staff, equipment, materials and facilities
• Performs other duties as assigned

Required Education & Experience:

• Bachelors degree from a 4-year college or university
• 2 years experience working as an administrative assistant
• 1 year working in school and/or admissions environment preferred
• Experience with school focused technology is a plus: Senior Systems Advantage, Ravenna

Required Knowledge, Skills & Abilities:

• Good written and verbal communication skills
• Proficient at working in a Microsoft Windows environment (Windows 7 or higher), using Office (version 2010 or higher), including Outlook; ability to master common automated systems for record keeping, and confidently learn new technology
• Database management skills
• Strong attention to detail
• Ability to maintain confidential information
• Excellent professional (email, phone, letter) etiquette
• Ability to work and communicate well with all levels of faculty and staff
• Ability to work and communicate well with students and their parents
• Ability to work and communicate well with brokers, consultants, auditors and other outside vendors
• Ability to sit and keyboard, talk on the phone up to 8 hours per day
• Ability to lift up to 50 pounds (e.g., cases of water, paper, and office supplies)
• Some outdoor work may be required
• Occasional weekend or evening work may be required

Benefits include:

• Medical

• Health Savings Account

• Dental

• Vision

• Dependent Care Spending Account

• Long-Term Disability

• Life Insurance

• Retirement Savings

• Winter Wellness Days (between Dec 25 and Jan 1)

If this sounds like you, we’d like to hear from you. Please click on Apply Now on our careers website and complete our online employment application. Then upload your résumé and a cover letter explaining why you are interested in and qualified for this position.

www.stthomasschool.org/about/careers

Position open until filled.

No phone calls or drop-ins please.

Thank you for your interest in St. Thomas School and this position.

This description is intended to describe the general content of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.