Admin Assistant for Learning in the World and Academy Travel Opp - Andover, United States - Phillips Academy

Description

Job Description

POSITION SUMMARY:

Learning in the World (LITW) and the Academy Travel Opportunities (ATO) Office promote global citizenship through experiential learning opportunities for our students, faculty, and staff. We oversee the big-picture implementation of pedagogy for global citizenship, as well as implement the policies and particulars of all Academy-sponsored overnight student travel. This is a part-time role, 10 hours per week for the academic year.

The Administrative Assistant is vital to the smooth running of LITW and the ATO Office, handling administrative duties, organizing events, managing data, and helping to maintain financial matters. The ideal candidate is detail-oriented and proactive with an aptitude for teamwork.

MINIMUM JOB QUALIFICATIONS:

• Three to five years' prior experience in a similar role, preferably in an educational setting
• Proficiency in Microsoft Office Suite tools, including Outlook, Teams, SharePoint, OneDrive, Forms, Planner, Word, Excel, and PowerPoint

ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES:

• Provide daily administrative support to the Director of LITW and ATO and Program Leaders
• Manage inventory of office supplies, restocking and maintaining essential items
• Coordinate LITW's annual calendar and assist in running events, such as the Family Weekend Open House, LITW Advisory Board meetings, Global Ambassadors actions, and pre-departure meeting with all travelers
• Help gather, organize, and display data for the Travel Funding Oversight Commitee
• Liaise with the Travel Oversight Committee to collect and review travel data in a timely manner
• Assist in disseminating, collecting, and collating applications, permission forms, vital documents, visa applications, and other travel-related materials
• Ensure complete, accurate, confidential, and timely collection and organization of all enrollment paperwork, liability forms, medical forms, and emergency contact information for all LITW and ATO programs
• Support Director of LITW and Program Leaders in processing cash advances, expense reports, payment of invoices, and stipend requests
• Track spending and income vis-à-vis the current annual budget and the LITW endowment and gather data to inform the setting of the following year's budget

ADDITIONAL KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong organizational and multitasking capabilities
• Excellent oral and written communication and interpersonal skills with partners of all ages and backgrounds
• Detail-oriented with an ability to support the big-picture goals of LITW
• Ability to work on a broad variety of projects, independently as well as in a collaborative team environment, across offices and faculty/staff/administrative levels
• Eventual proficiency in other digital tools, such as the Google suite of apps, Canva, Instagram, and more is preferred

PHYSICAL JOB DEMANDS:

• Close visual acuity to view a computer terminal
• Ability to frequently receive and communicate information
• Ability to occasionally stoop or kneel
• Ability to frequently sit for sustained periods of time
• Ability to frequently sustain substantial movements of the wrists, hands and/or fingers

WORK ENVIRONMENT: External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

Phillips Academy is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender expression, gender identity, age, physical or mental disability, genetic information, veteran status, military service, application for military service or any other characteristic protected by law. Any offers of employment will be contingent upon successful CORI/SORI and fingerprinting background checks, as well as unrestricted authorization to work in the United States.