POSITION SUMMARY: The Office Coordinator provides administrative assistance for the Dean of Studies Office. The Office Coordinator engages in a broad range of activities that directly support the Dean of Studies. These include maintaining the meeting schedules, procuring materials for all courses, updating and maintaining the Dean of Studies space on the school intranet, regularly updating the Course of Study , providing critical information for the bi-weekly newsletter, and updating the Andover Guide for the opening of school, and maintaining the school events calendar. The Office Coordinator adapts in real time to address the needs of the office, tackling new challenges as they arise. The responsibilities for this role are expected to evolve in the coming years. While reporting directly to the Dean of Studies, the Office Coordinator supports several members of the office team to carry out their administrative and project needs.

MINIMUM JOB QUALIFICATIONS: Bachelor’s degree required, with a minimum of five years of experience working in a fast-paced professional setting as an executive administrative assistant, office manager or similar role. The successful candidate will be expected to practice and develop cultural competence in the exercise of their duties.

Primary Duties And Responsibilities

Supports the administrative needs of the Dean of Studies Office, the Office Coordinator’s responsibilities include:

• Purchasing course materials for the Academy three times a year
• Updating the Dean of Studies space on the intranet
• Updating the Course of Study year-round, working closely with the Office of Communications
• Maintaining the calendar for the Dean of Studies
• Managing budgets and speaker funds
• Managing the academic calendar
• Managing the School Events Reservation Process
• Producing a weekly absence summary for the Director of Studies
• Supporting Fall Registration
• Supporting the Academic Council, serving as scribe and providing support for meetings and retreats
• Gathering Content for the News You Can Use bi-weekly newsletter
• Updating the Andover Guide
• Providing logistical support for departmental reviews
• Performing other duties and projects as assigned
  
  

Administrative Duties Include, But Are Not Limited To

• Maintaining and managing calendars, and scheduling appointments with internal and external constituencies
• Maintaining and overseeing filing systems, both paper and electronic
• Completing and submitting expense reports
• Supporting with the management of the office budget, and processing a broad range of invoices
• Assisting with communications, mailings, major school events, research, and data entry
  
  

Knowledge, Skills, And Abilities Required

Keen attention to detail in all aspects of daily and project work, as well as superb organizational skills. Excellent verbal and written communication skills via phone, email, and in person. Ability to diligently proofread communications and other written materials. Self-motivation with the ability to manage and prioritize multiple time-sensitive tasks, take initiative, and work independently with minimal supervision. Full proficiency with the MSOffice suite including Excel, Outlook, Word, and PowerPoint. Ability and willingness to learn software packages associated with the work of the office.

Excellent interpersonal and collaborative skills. Ability to contribute to a positive work environment by partnering with immediate team members, colleagues from across the institution, and partners outside of the institution. Comfort with a wide range of people regardless of status or position. An understanding and respect for the confidential nature of the work. A commitment to the mission of Phillips Academy, and ability to articulate the mission.

This is an in-person position. Occasional evening and weekend work may be required.

Work Environment

• The noise level in the work environment is usually moderate
• The workspace is an open office area
• The office space is lively, and regular interruptions should be expected
• This position requires sitting at a computer terminal for prolonged periods of time
  
  

Physical Ability Standards

• Ability to stand, squat or kneel in static, bent postures from 5 minutes up to 20 minutes continuous duration on an occasional basis (e.g., filing, repairing office equipment, storing, and accessing office supplies).
• Ability to walk for up to 40 feet repetitively and climb up to 20 steps occasionally.
• Ability to carry up to 20 to 25 pounds, at waist level for up to 25 feet occasionally.
• Ability to extend reach with both arms, from floor level to overhead, handling up to 15 pounds occasionally.
• Ability to utilize a keyboard and other office equipment frequently and for extending periods.
  
  

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.