School Receptionist/Administrative Assistant to the Office of Admissions

Founded in 1909 and affiliated with the Episcopal Church, The Bishop’s School is an independent, all gender college-preparatory school for 800 students in grades six through twelve. The School is located on a historic campus in the heart of La Jolla, just 10 miles north of downtown San Diego. With a student-teacher ratio of approximately 9 to 1, Bishop’s is known for academic, artistic, and athletic excellence while celebrating character development, diversity, inclusion, and belonging. Last year’s applicant pool drew from 72 zip codes and 168 middle and high schools throughout San Diego County and beyond. Fifty-one percent of the student population self-identify as students of color. Additionally, over $4 million in need-based grants is awarded annually.

The Bishop's School seeks a Part-time Receptionist/Administrative Assistant to the Office of Admissions. Immediate start.

As the first point of contact for visitors to The Bishop’s School, the receptionist performs a key role in creating and maintaining a welcoming atmosphere and ensuring that all campus guests are checked-in according to School protocols then appropriately directed. In addition to greeting and assisting in-person visitors, the receptionist covers the School’s main phone line throughout the day, responding to inquiries with accurate and up-to-date information and/or routing calls to the appropriate department or individual. With all constituencies, including students and their families as well as faculty and staff, the receptionist provides a high level of customer service, proactively addressing needs as they arise. 

The Bishop’s Office of Admissions provides highly personalized attention in fielding a heavy volume of inquiries and welcoming visitors throughout the year. In supporting the admissions function, the administrative assistant will play a key role in scheduling appointments, coordinating events, and facilitating admissions cycle correspondence. 

The ideal candidate will demonstrate a genuine enthusiasm to connect with internal and external constituencies and a high level of attention to detail, combined with a finely tuned customer service orientation. Candidates who have coaching or related extracurricular experience may have an opportunity to engage in school life beyond the duties outlined in this job description outside of regularly scheduled working hours.

This is a 12-month per year, in-person position, with occasional evening and or weekend responsibilities supporting campus events. Anticipated schedule will be Monday through Friday, either 7:30 a.m. - noon OR 12:00 p.m. - 4:00 p.m.

Responsibilities Include:

Reception

• Provide initial welcome to all visitors to The Bishop’s School
• Follow established procedures for checking-in all visitors to campus and documenting departure
• Act as a reliable source for daily schedule and other campus information
• Manage the School’s main phone line providing prompt and courteous attention and assistance
• Provide backup support to the School's mailroom coordinator as needed with routing of incoming and outgoing mail and deliveries and maintaining supply closet
• Fulfill stationery requests and record inventory
• Notify Fire Department during safety drills and work closely with the Directors of Campus Operations, Facilities, and Maintenance, facilitating radio operations at front desk as needed
• Maintain high standards of professionalism, confidentiality, and integrity and perform all duties in a collegial manner
• Other duties as assigned

Administrative Support of Admissions Office

• Support the admissions team in welcoming prospective and new students/families
• Answer incoming phone calls and emails
• Document all admissions inquiries; telephone, email, and walk-in
• Coordinate schedule of campus tours, interviews and student visit days
• Develop and maintain proficiency with Finaliste Enrollment (CRM) to effectively manage department data and information
• Organize electronic files for admissions committee meetings
• Serve as a key facilitator for admissions open house events
• Submit event requests in a timely manner to facilities and events teams; confirm event date, reserve campus spaces and facilities usage, initiate furniture and equipment set up, and other event elements
• Prepare name tags admissions event attendees
• Oversee admissions event registration and check-in
• Organize refreshments and other hospitality-related elements needed for admissions functions
• Manage signage for admissions events
• Maintain work area and admissions storage space in a neat, organized manner
• Other duties as assigned

Qualifications:

• Associate’s degree required, bachelor’s degree preferred
• At least 3 years of experience in a clerical or administrative support role
• Demonstrated ability to communication in a professional and clear manner verbally and in writing
• Experience with the operation of standard office equipment
• Effective time management skills and the ability to attend to numerous tasks and projects simultaneously with attention to detail and accuracy
• Demonstrated ability to exercise good judgement troubleshoot issues as they arise
• Ability to work independently and as a collaborative team member
• Basic proficiency with Google Workspace and aptitude for learning new technology
• Proficiency with Zoom, Microsoft Office a plus
• Multilingual fluency may be a plus-factor; English + Spanish, Korean, or Mandarin