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Posted: Sunday, October 16, 2016 12:11 AM



St. Thomas's Day School, a Coeducational Episcopal Day School in New Haven, Connecticut, seeks a high level Executive Administrative Assistant who will become a key member of this dynamic organization.

Full-time; 12 month; School Year: 2016-2017

Position Summary:

The Executive Administrative Assistant will provide administrative support and assistance to both the Head of School and the administrative team. The ideal candidate will have previous experience at the front desk, and understand the benefits of an independent elementary school education. Qualified candidates should have excellent communication skills, be well organized, have good management skills and have experience working with children in a school setting. The candidate should be able to multi task and prioritize assignments independently.

Responsibilities and duties include, but are not limited, to the following:

Will serve as receptionist at the main entrance, greeting all parents and visitors as well as handling and routing all phone calls. Maintain voice mail messages for scheduled vacation times and manage Admission voicemail box.
Will sort and distribute all incoming mail.
Will assist with internal school communication as directed by Head of School.
Will order all supplies for school copy machine, assist faculty in use of copier, schedule onsite copier maintenance and place all service calls as needed.
Will maintain all student bus routing schedules, attendance and other school forms.
Assist with general secretarial support to the school’s administrative team including responsibility for the publication of the Parent Handbook and Directory, for School-wide spring and summer mailings, mailing of Open House flyers to all New Haven area nursery schools and Episcopal schools and any other mailing as required by Head of School.
Assist with maintaining and filing admission records, school forms or records including report cards.
Assist with care for all sick and injured children including calls to appropriate individuals, filing incident reports, logging medications received and distributed by school staff.
Assist with maintaining database in Filemaker Pro Core, and Admission schedules and Head of School calendar
Assist with aspects of the admissions process which include updating of Open House flyers and admissions materials, mailing of Open House and other admission mailings, and maintaining the school’s database in Filemaker Pro Core including inquiries, applicants, acceptances, waitlist, carryover and enrollment status of all students. Create lists of any carry-over applicants, lists of prospective siblings, and weekly inquiry and applicant reports and any other reports as required by Head of School.
To assist Business Office with re-enrollment process including contacting parents with outstanding enrollment contracts.
To keep relevant statistics on all aspects of the admissions and re-enrollment program including recruitment, retention, and attrition and reporting to NAIS.
To process prospective students and parents which includes systematic and efficient handling of applications, communication, schedule interviews of candidates and their parents with HOS or Assistant Head; schedule in-house visits and playgroups, securing of necessary student credentials by mailing Recommendation Form and Records Release Form to applicants including transcripts from previous schools; and prepare with Assistant Head lists and letters for accepted and wait list candidates for review by Head of School.
To maintain record folder for newly enrolled students and update database for all new admissions and create list of all waitlist applicants and carryover applicants.
To provide weekly admissions update to HOS, Assistant Head and Business Manager.
To periodically review and update admissions procedures with Administration and support staff.
Refer to Admission timeline and school calendar for further details.
To perform other duties as assigned by the Head of School.


3-5 year Administrative Assistant experience a must
Bachelors degree preferred
Ability to maintain confidentiality & handle sensitive information appropriately
Excellent professional judgment and integrity
Advanced computer skills, including competencies in Microsoft Office esp. Word, Excel, Adobe Creative Suite, Filemaker Pro and basic HTML.
Well developed communication skills, including advanced writing and superior editing skills
Outstanding project management, organizational, multi-tasking and interpersonal skills
Initiative, perseverance, and creativity coupled with a results-oriented can-do attitude
Collegial, approachable, invested in the success of the organization, and able to approach tasks with good humor, warmth, and enthusiasm
Attention to detail/accuracy, timely implementation, and quality performance

Qualified candidates may submit their resume, cover letter, writing sample, and three professional references to Gina Panza @ Please generate all documents in MS Word or a converted PDF file. Applications will be reviewed as they are received, and the position will remain open until filled.

St. Thomas’s Day School is an Equal Opportunity Employer

• Location: New Haven

• Post ID: 12766260 connecticut is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2016