Administrative Assistant of Summer Programs (Part-Time / Seasonal)

Description

Choate Rosemary Hall is hiring an Administrative Assistant (part-time / seasonal). The assignment will start immediately through June 18, 2026. This position is responsible for providing in-person administrative support to the Summer Programs Office, working with the Office Coordinator and Systems Coordinator to answer phone calls, and respond to email inquiries and to maintain database records related to applications, enrollments, and course registrations. This person will liaison with the Communications Office on behalf of Summer Programs regarding annual updates to Summer Programs digital, print, website, and portal content. The chosen candidate will partner with the Office Coordinator and Associate Director on special projects and assignments as needed.

Essential functions include :

Answer phone calls and respond to email inquiries regarding Summer Programs offerings, applications, enrollment, course registration, etc.

Collect, track, and file application and enrollment documents

Work with Communications Office to update Summer Programs content on website and portals

Collaborate with Summer Programs Office to create and deliver marketing initiatives, including virtual information sessions, open houses for students and families, flyers, newsletters, etc.

Collaborate with Summer Programs Office and other school departments on Summer Programs emails and mailings.

Collect, track, and upload application and enrollment documents to student records in Slate

Check queries and identify issues with duplicate records, materials for students applying both to Summer Programs and Choate, etc.; notify ITS regarding records to be fixed

Contact students and families regarding missing application and enrollment materials

Update student decision status in database as applicable

Other duties as assigned

Requirements

Education : Bachelor's Degree or equivalent experience preferred.

Prior experience :

1-3 years of experience working in an office. Familiarity with Choate, Choate Summer Programs, or similar school setting preferred.

Other Key Competencies :

• Proficient in the use of laptop
• Proficient in use of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook), Google Drive (Docs, Sheets, Forms, Photos); Microsoft Teams; Adobe Acrobat; Dropbox; Zoom; OneDrive
• Experience or familiarity with database recordkeeping preferred
• Strong interpersonal skills and cultural competency with the ability to interact and work effectively with a diverse, global community of external and internal contacts with warmth, tact, and professionalism (students, parents, consultants, school personnel, fellow colleagues, etc.)
• Excellent organizational, time management, and multi-tasking skills, with the ability to prioritize tasks in a fast-paced environment.
• Excellent telephone and customer service skills
• Excellent proofreading, verbal, and written communication skills
• Ability to handle confidential material in a discreet manner (particularly information shared in application and financial aid documents)
• Willingness to work with other members of a team and contribute new ideas
• Willingness to take initiative, work independently, and be a self-starter
• Willingness to learn and use any electronic software (e.g. SQL based relational databases) and electronic devices the job requires
• Flexible mindset and willingness to try new approaches to a task or project
• Problem solving and critical thinking skills
• Adaptability, dependability, resourcefulness