Job Description

ADMINISTRATIVE ASSISTANT TO THE COLLEGE COUNSELING OFFICE

MARY INSTITUTE AND SAINT LOUIS COUNTRY DAY SCHOOL (MICDS)

ST. LOUIS, MO

ABOUT MICDS

MICDS has a rich and distinctive history spanning more than 150 years. A leader in independent education, MICDS is a college-prep, coeducational school for grades JK-12. Our mission is to help students discover their unique talents, preparing them for higher education and a life of purpose and service as an engaged citizen in our ever-changing world.

EMPLOYEE BENEFITS

MICDS offers employees a comprehensive benefits plan, including a generous 403(b) retirement plan where the School contributes 8% of salary with an employee’s 3% contribution; medical, dental and vision insurance; flexible spending accounts and long term care insurance; life insurance and short-term and long-term disability insurances; tuition benefit; paid leaves; access to a fitness center; and free lunch.

APPLICATION PROCESS

For immediate consideration, complete our online application at https://www.micds.org/our-school/career-opportunities/ and upload a copy of your cover letter and resume.

JOB SUMMARY

Under the general direction of the Director of College Counseling the Administrative Assistant is responsible for a variety of secretarial, clerical, and other administrative duties to assure the smooth and efficient operation of the office.   Works closely with the College Counselors, Upper School Registrar, US Deans, US Faculty, and US Learning Specialist.

ESSENTIAL FUNCTIONS

• Coordinates the paper and information flow for the College Counseling office; reviews incoming mail, e-mails, and calls then prioritizes them.  Drafts letters or replies to e-mails and calls; replies to requests for information; and resolves routine inquiries. 
• Oversees the department budget by preparing check requests and deposits.  Orders and maintains office supplies.
• Manages the daily operations of the College Counseling Office.  Welcomes guests and utilizes RepVisits software program to coordinate campus visits for college admission representatives.  
• Utilizes Naviance Student software program to organize and manage student applications for college admission.   Responsible for all Upper School student transcripts while attending MICDS.  Responsible for National Merit and National Collegiate Athletic Association (NCAA) Eligibility Center documentation.
• Supports College Counseling Office through training current and new users in the Naviance Student software. 
• Designs queries and exports to generate reports related to matriculation and application statistics.
• Assists with organization of several Upper School events, including Dean’s Day, Case Studies, St Louis Four School College Fair, and Commencement.
• Assists with proctoring student exams, including Advanced Placement and practice SAT and ACT tests. Orders and maintains all student testing materials.
• Coordinates the office calendar and uses the MICDS scheduling system to reserve meeting, testing, and event spaces on campus and to set up event services.
• Represents the College Counseling Office in a broad variety of circumstances continually requiring poise, tact, diplomacy and sensitivity.
• Works with a diverse group of guests, parents, and employees in a pleasant, professional manner.
• Other projects and responsibilities may be added at the School’s discretion.

JOB REQUIREMENTS AND QUALIFICATIONS

• Requires a combination of education and experience equivalent to 5 years of senior level administrative experience.  College degree preferred.  
• Ability to apply common sense understanding and to carry out instructions furnished in written or oral form. Ability to ascertain which people may need immediate assistance and to act accordingly.
• Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Must demonstrate competency with basic word processing, spreadsheet, PowerPoint and internet applications.
• Ability to use basic office equipment.
• Ability to communicate effectively with all constituents in a school environment.
• Willingness to work additional hours when needed.
• Must enjoy working with children and young adults.

OTHER INFORMATION

• A criminal history and background check is required and must be successfully completed
• Regularly sit, talk, hear and visually intercept visitors
• Regularly use close and distance vision
• Work at a desk and computer screen for extended periods of time
• Turn, bend, reach and occasionally use a step ladder
• Work in a traditional climate controlled office environment