At Mercersburg, we value diversity and believe in cultivating a safe community where everyone is encouraged to be their authentic selves

Job Classification: Staff, Academic Year, 20 hours per week, Non-Exempt 

Reports To: Director of Experiential Education

Summary 

The Experiential Education Administrative Assistant works with the Director of Experiential Education to provide enriching, safe, and purposeful experiences for our students on and off-campus.   

Responsibilities and Duties 

• Oversee Brown Bag Lunch logistics: 
  • Serve as point of contact for students who wish to present a brown bag lunch to the community
  • Submit calendar request, reserve room and send out email reminding community of dates for sign ups 
  • Confirm lunch numbers to Dining Hall Staff
  • Take attendance and record through Veracross to support the Office of Student Life 
• Oversee sit-down lunch logistics/lists 
• Manage the documentation collection process for travel:
  • Using forms, create folders for each program
  • Collect passport information, double check expiration date is valid for the dates of travel
  • Verify flight information 
    • Connect with the appropriate travel agency  in the fall about number of seats needed and dates for programming
    • Confirm with parents of students who need to fly places other than DC about their student’s final destination
  • Send out release forms for field trips and local programming to parents and confirm they’ve been turned in before a student leaves campus 
• Provide Visa Support:
  • Meet with students who will need visas to travel as a tourist to their program destination. 
  • Connect with parents if a visa is needed to make sure documents are being collected 
• Manage Program Presentation Set Ups:
  • Meet with the Office of Student Life to reserve X-block time with the 11th grade 
    • 1 in the fall to review programming and application timelines
    • 2-3 in the spring term for program groups to meet and prepare for their travels 
  • Request room reservations for dates of program presentations
  • Send calendar invites to students traveling in the summer 
• Oversee Parent Communication and Forms:
  • Collaborate with the Office of Advancement and Alumni Relations to secure a time during Family and Alumni Weekend to speak with parents about global initiatives/travel
  • Share program information with parents and where to find it on Veracross 
  • Coordinate with the Office of Strategic Marketing and Communications to set up Zoom meetings, led   by director of experiential education, for all 11th grade  parents
  • Send reminders of forms (both internal and external) and due dates as well as payment deadlines
• Assist with driving students for community service work desired but not required
• Provide logistical support for Global Trips 
  • Assist in booking airport transportation, in-country transportation, accommodation and excursions.
  • Ensure timely payment of flights, partners, accommodations etc.
• Track and Manage Experiential Education Budgets:
  • Reconcile monthly credit card purchases
  • Create term reports and updates
  • Oversee Endowed Funds reporting.  Provide information on requirements for eligibility and track which students have turned in their essays during application process and prior to returning to school the following academic year 
  • Work with the Business office to set up due dates for program payments 
• Support Community Engagement projects and programs by overseeing weekly sign-ups for partner projects, weekend events, and all school-events.
• Submit Calendar requests and sit on the Calendar Committee
• Help with Intensive/Experiential Day logistics, budget, and staffing issues
• Coordinate and collaborate with Office of Student Life

Knowledge, Skills, and Abilities 

• Enjoys working with and relates well to both adults (including parents) and students 
• Exceptional organizational skills, time management, and problem-solving skills 
• High attention to detail 
• Excellent written and oral communication skills 
• Self-starter with the capacity to handle multiple projects and tasks simultaneously
• Ability to remain confident under pressure 
• Ability to work efficiently with multiple interruptions

Minimum Qualifications 

• An Associate's degree in business or office management is desirable. 
•  A minimum of two years of administrative office experience 
• Strong proficiency in all forms of technology. Experience with Google Suite, including Google Docs and Sheets, preferred.

Physical Demands 

The conditions herein are representative of 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 the essential job functions. 

• Environment: Work is performed mostly in an 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 of time; ability to occasionally lift up to 10 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 to focus 
• Hearing: Must be able to talk or hear by telephone and in person. 

This description is intended to provide a general scope of the position. This job description is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Other duties may be assigned by the immediate supervisor.