Administrative Coordinator, Academic Office

at  Mercersburg Academy

At Mercersburg, we value diversity and believe in cultivating a safe community where everyone is encouraged to be their authentic selves
Job Classification: Staff, Full-Time, 12 Month, Non-Exempt
Reports To: Dean of Academics

SUMMARY:

Supporting the Academic Office, this position is responsible for shared administrative functions within the Academic Office. This position requires excellent skills in the area of office operations, including a strong aptitude for professional communication, public relations, and organizational abilities. The position demands the ability to manage multiple facets of an active environment and proficiency in Mac Office applications and Google’s G-Suite.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent skills in the area of office operations, including a strong aptitude for professional communication with both internal and external constituencies.
• Strong interpersonal skills and a high level of professionalism, including dress, mannerisms, disposition, and verbal skills.
• Ability to maintain a high level of confidentiality and discretion.
• Exceptional organizational skills with high attention to detail and judgment.
• Excellent written and oral communication skills.
• Self-starter with the ability to multitask.
• Ability to work efficiently with multiple interruptions. Even-tempered.

MINIMUM QUALIFICATIONS:

• High school graduate; associate’s degree in business preferred or a minimum of two years of administrative office experience
• Strong proficiency in the Mac platform and Google’s G-Suite
• A valid driver’s license

RESPONSIBILITIES AND DUTIES:

• Provide administrative support to the Academic Office by providing reception services, scheduling appointments and meetings, handling incoming and outgoing mail, filing, researching files and records, data entry, and preparing and proofreading correspondence, reports, and other documents as requested.
• Supports the academic department’s work by purchasing equipment and supplies and maintaining an inventory of office supplies.
• Assist faculty/staff with room reservations and set-up requests.
• Order Hoods and Gowns for faculty members for Baccalaureate and Convocation. Keep a running list of current faculty members so that we have them on file each year.
• Work closely with supervisors from outside cleaning services and resolve issues for proper care of buildings.
• Manage distribution of placement tests to new students, including reviewing new student files to determine which tests should be sent, mailing tests to families, distributing tests to appropriate academic departments when the tests are returned, and recording results.
• Assist with online course registration for current students.
• Assist with the enrollment process for new students.
• Send student course evaluations at the end of each term for evaluation by the Academic Dean.
• Oversee appropriate care of academic buildings (Irvine, Rutledge) to include reporting needed repairs and maintenance.
• Serve as the textbook manager. Perform duties related to the textbook functions involving purchasing, buyback, record keeping, and data analysis with the current bookstore company.
• Any other duties needed to help drive to our vision, fulfill our mission, and abide by our organization’s values.

The conditions herein represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

• Environment: Work is performed primarily in an indoor/office environment where the noise level is quiet.
• Physical: Primary functions require sufficient physical ability and mobility to walk, stand, and sit for prolonged periods; ability to occasionally lift 25 lbs.; to travel in all modes of transportation; sufficient manual dexterity and eye-hand coordination to operate office machinery.
• Vision: See in the normal visual range with or without correction to be able to see close, distance, and focus.
• Hearing: Must be able to talk or hear by telephone and in person