Position:               Admissions Administrative Assistant

Department:       Office of Admission and Financial Aid

FLSA:                      Non-Exempt

Reports to:           Director of Admission Operations

Schedule:             Full-time, 10-Month (August through May)

                                Monday through Friday, occasional Saturdays

Travel:                   None

Location:             On-site

Start date:          August 1st, 2026

The Admission Office team is committed to advancing the school's mission by recruiting and enrolling the most diverse and talented students in the U.S. and around the world who would thrive at Hotchkiss, and in doing so, provide exceptional customer service to prospective families throughout their journey of discovering Hotchkiss.

SUMMARY

The Admissions Administrative Assistant provides administrative and operational support to the Admission Office. Responsibilities include supporting the visit coordinator when families are visiting, providing support to admission counselors for recruiting efforts and assisting families with questions about the application process, scheduling appointments, and registering for events. The role also includes data entry, auditing, and processing of various forms and materials related to the admission process.

This is a 40-hour-per-week, 10-month, non-exempt position. The work day is from 7:30 am to 4:00 pm (which includes a 30-minute unpaid lunch break). Some overtime may be required during the fall and winter months, which may involve working weekends.

DUTIES AND RESPONSIBILITIES

• Provide support to the Visit Coordinator by greeting prospective students and their families, answering routine questions, and providing a variety of school-related information to visitors.
• Serve as the primary correspondent for Admission email accounts - respond to all Admission email accounts in a timely and professional manner.
• Answer telephone, screen and refer calls, schedule appointments, respond to voicemail messages in a professional, timely manner.
• Audit all incoming applications with exactness in the database.
• Audit accepted confirmed student files (data and materials) and prepare for rollover into the student information system.
• Process and track receipt of final transcripts for all new students.
• Audit and assign CEEB codes for schools in the database.
• Provide support in document creation, collating, and stuffing for large mailings.
• Compile lists and/or tabulate cumulative data for regular or special reports.
• Perform other related duties as assigned.

SKILLS AND EXPERIENCE REQUIRED

• An associate's degree is strongly preferred.
• 3 years of administrative experience, preferably in an educational, non-profit setting.
• Must be able to work both in a fast-paced team environment and act and work independently.
• Exceptional interpersonal, verbal, and written communication skills with a refined, professional tone.
• Cultural competency and experience working with diverse, global populations.
• Professional demeanor: adept at external and internal customer service.
• Proficiency in CRM databases and Microsoft Office (Word, Excel). The ability to learn new software quickly is essential.
• Expert in database data entry.
• Demonstrated organization skills and abilities in managing multiple tasks and timelines.
• Ability to demonstrate flexibility/adaptability, quick learner. Proactive approach to problem-solving
• Team player: ability to establish and maintain effective working relationships.
• Attention to detail.
• Knowledge of standard reception practices in greeting and providing assistance to visitors.
• Telephone protocol.
• Scheduling.
• Absolute commitment to maintaining the confidentiality of sensitive student and financial data.
• Proficiency in office practices, procedures, and equipment.
• Ability to prepare accurate reports from various statistical or other detailed information.

PHYSICAL CONDITIONS

• Physical demands: ability to lift up to 50 lbs., bend, stoop, and reach.
• Prolonged periods of sitting at a desk and working on a computer.
• Frequent interruptions.
• Immovable deadlines.
• Overtime is required at critical times in the process.

ADDITIONAL INFORMATION

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities.  Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal-opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.