Overview
Administrative Assistant Jobs in United States at KEATING CONSULTING GROUP
ADMINISTRATIVE ASSISTANTOffice of Experiential EducationMercersburg Academy
At Mercersburg, we value diversity and believe in cultivating a safe community where everyone is encouraged to be their authentic selves
Job Classification: Staff, Academic Year, 20 hours per week, Non-Exempt
Reports To: Director of Experiential Education
Summary
The Experiential Education Administrative Assistant works with the Director of Experiential Education to provide enriching, safe, and purposeful experiences for our students on and off-campus.
Responsibilities and Duties
Oversee Brown Bag Lunch logistics:
Serve as point of contact for students who wish to present a brown bag lunch to the community
Submit calendar request, reserve room and send out email reminding community of dates for sign ups
Confirm lunch numbers to Dining Hall Staff
Take attendance and record through Veracross to support the Office of Student Life
Oversee sit-down lunch logistics/lists
Manage the documentation collection process for travel:
Using forms, create folders for each program
Collect passport information, double check expiration date is valid for the dates of travel
Verify flight information
Connect with the appropriate travel agency in the fall about number of seats needed and dates for programming
Confirm with parents of students who need to fly places other than DC about their student’s final destination
Send out release forms for field trips and local programming to parents and confirm they’ve been turned in before a student leaves campus
Provide Visa Support:
Meet with students who will need visas to travel as a tourist to their program destination.
Connect with parents if a visa is needed to make sure documents are being collected
Manage Program Presentation Set Ups:
Meet with the Office of Student Life to reserve X-block time with the 11th grade
1 in the fall to review programming and application timelines
2-3 in the spring term for program groups to meet and prepare for their travels
Request room reservations for dates of program presentations
Send calendar invites to students traveling in the summer
Oversee Parent Communication and Forms:
Collaborate with the Office of Advancement and Alumni Relations to secure a time during Family and Alumni Weekend to speak with parents about global initiatives/travel
Share program information with parents and where to find it on Veracross
Coordinate with the Office of Strategic Marketing and Communications to set up Zoom meetings, led by director of experiential education, for all 11th grade parents
Send reminders of forms (both internal and external) and due dates as well as payment deadlines
Assist with driving students for community service work desired but not required
Provide logistical support for Global Trips
Assist in booking airport transportation, in-country transportation, accommodation and excursions.
Ensure timely payment of flights, partners, accommodations etc.
Track and Manage Experiential Education Budgets:
Reconcile monthly credit card purchases
Create term reports and updates
Oversee Endowed Funds reporting. Provide information on requirements for eligibility and track which students have turned in their essays during application process and prior to returning to school the following academic year
Work with the Business office to set up due dates for program payments
Support Community Engagement projects and programs by overseeing weekly sign-ups for partner projects, weekend events, and all school-events.
Submit Calendar requests and sit on the Calendar Committee
Help with Intensive/Experiential Day logistics, budget, and staffing issues
Coordinate and collaborate with Office of Student Life
Knowledge, Skills, and Abilities
Enjoys working with and relates well to both adults (including parents) and students
Exceptional organizational skills, time management, and problem-solving skills
High attention to detail
Excellent written and oral communication skills
Self-starter with the capacity to handle multiple projects and tasks simultaneously
Ability to remain confident under pressure
Ability to work efficiently with multiple interruptions
Minimum Qualifications
An Associate’s degree in business or office management is desirable.
A minimum of two years of administrative office experience
Strong proficiency in all forms of technology. Experience with Google Suite, including Google Docs and Sheets, preferred.
Physical Demands
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed mostly in an office environment where the noise level is quiet
Physical: Primary functions require sufficient physical ability and mobility to walk, stand, and sit for prolonged periods of time; ability to occasionally lift up to 10 lbs.; to travel in all modes of transportation; sufficient manual dexterity and eye-hand coordination to operate office machinery.
Vision: See in the normal visual range with or without correction to be able to see close, distance, and to focus
Hearing: Must be able to talk or hear by telephone and in person.
This description is intended to provide a general scope of the position. This job description is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Other duties may be assigned by the immediate supervisor.
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Title: Administrative Assistant
Company: KEATING CONSULTING GROUP
Location: United States
