Administrative Manager and Admission Assistant

Staff / Full-Time

Hillside School, Marlborough, MA

Administrative Manager and Admission Assistant

Hillside School, an independent junior boarding school located in Marlborough, MA is seeking a friendly, highly motivated, and detail-oriented individual to serve as the Administrative Manager and Admission Assistant.  Candidates should be reliable, enthusiastic, able to work independently, demonstrate forethought, and be prepared to multi-task within a busy/high-energy environment.  

This is a full-time position.  Compensation based on experience and performance. We offer a comprehensive benefits package.   This position reports to the CFO and Director of Enrollment Management.

Salary range: $45K-$50K

General Administrative:

Reception

  • Greet and escort visitors in a professional and positive manner.  Keep the office and lobby area clean and well organized.
  • Answers the main telephone line and direct calls to the appropriate person.
  • Receive and send out mail and packages using appropriate carriers.
  • Maintain faculty/student mailbox system.
  • Maintains office equipment such as postage meter and copy machine including ordering supplies
  • Orders general office supplies for the administrative staff.
  • Responsible for student allowance including calculation of amount according to Shades reports. 
  • Prepare group distribution lists for parents and students in order to send group emails.
  • Coordinate updates Summer Mailing Packet each year and distribute to new and returning families.
  • Maintain and update Morning Notes google doc and lobby screens with visitors’ names, sports information, and announcements.
  • Prepare forms and information sent to new and returning students each summer and follow up on the return of all forms.
  • Coordinate student sign-up for morning shuttle.
  • Order nameplates for new employees/title changes.
  • Assist with the graduation ceremony and other school-wide events including Registration Day and Graduation.
  • Provides administrative support to all departments as needed.

Admission

  • Respond to phone and email inquiries, provide information on school and assign to admission staff. Prepare and print admission /student materials as needed. 
  • Prepare and process inquires, applications, and enter supplemental information into Blackbaud, our school admission portal.
  • Execute contracts for new and returning students (200/year). Assist with school contract process. 
  • Assist in other school events such as Open House, Revisit Days, Registration Day, Fall Family weekends, etc.
  • Track all inquiry information and date, application, and acceptance materials on various spreadsheets including History Report, Enrollment Spreadsheet, International Students by Country.
  • Record all newly accepted students on the New Student List and Tutorial Recommendation spreadsheet.
  • Check for Financial Aid applications on SSS by NAIS website.
  • Primary Designated School Official for the SEVIS (Student and Exchange Visitor Information System). Serve as schools PDSO for SEVIS including preparation of I-20s.
  • Other duties as assigned in support of the Admission Office and the School.

 Knowledge and Skill Requirements

  • Proficiency in Microsoft Office Suite and Google Workspace (Gmail, Docs, Sheets, Calendar, and Groups).
  • Experience working with databases, familiarity with Blackbaud.
  • Excellent communications skills and attention to detail.
  • Comfortable learning new technology and adapting to change.

Hillside School

Marlborough, MA
Elementary, Middle School, High School
Day, Boarding
Boys