Administrative Assistant 68 views

Haile-Manas Academy (HMA) is a premier private co-ed boarding school, established to educate Ethiopia’s most promising and motivated secondary students. The school provides its students with a world-class education and strives to help transform the education available to all Ethiopian students. HMA is located in Debre Birhan. HMA is seeking an Administrative Assistant to work in the HMA Admissions Office. The Administrative Assistant will assist with all aspects of recruiting, assessing and communicating with applicants for admission to HMA, as well as with the enrollment and onboarding of admitted students. The Administrative Assistant will report to the HMA Director of Admissions and the HMA Head of School. The Administrative Assistant will work primarily in HMA’s Addis office, with visits to the HMA campus in Debre Birhan required on occasion. The position is full-time and open immediately.

PRINCIPAL DUTIES AND RESPONSIBILITIES 

Recruitment and Assessment of Applicants

• Assist in the planning and execution of all recruitment events, on the HMA campus in Debre Birhan and off campus; including, for off-campus events, the booking of venues, arranging for refreshments, audiovisual technology, and other logistics needs; send invitations and track responses and attendance; assist with all follow up communications
•  Manage and enter student applicant data, including biographical information, prior academic performance reports, testing results, interview notes, and information related to financial aid requests
• Communicate with applicants as needed to obtain missing data or incomplete information
• Schedule student testing and interviews; diligently communicate with families to confirm appointments and follow up to ensure a smooth and positive applicant experience
• Identify and book appropriate testing sites in regions as needed in a timely manne
•  Monitor and handle phone, text, and email inquiries relating to admissions with utmost professionalism, providing callers with general information about admissions and referring them to resources colleagues as appropriate
• Respond promptly to any phone messages left on the HMA phone messaging system
• Oversee and process automated email responses
• Ensure that the HMA office is experienced as an inviting place for students, families, and other visitors; handle walk-in inquiries or applicants professionally and appropriately

Enrollment and Onboarding of Admitted Students 

• In coordination with HMA finance staff, generate and send student enrollment contracts and enrollment deposit invoices; follow up to ensure the timely return of signed contracts and deposits; diligently record the same
• Help prepare and send onboarding communications and materials to new students and ensure that new students promptly provide all documents required to start school, such as accurate contact information and medical records
• Generally be available to new families as a first point of contact from the time of admissions to the start of school in September, ensuring a positive family experience from the outset

Other duties 

• Attend to admissions tasks that may be needed on the HMA campus in Debre Birhan
• Other admissions tasks as may be assigned by the Director of Admissions
• Other general administrative tasks in support of the Addis office operations as may be needed from time to time