Summary:

Phillips Academy seeks applicants for the 12-month, administrator position of Assistant Director and Dean of

Admission, Summer Session.  Founded in 1942, Andover’s Summer Session offers a rigorous program that brings together more than 550 students and 150 faculty members from across the United States and around the world for five weeks of academic enrichment.   

As a microcosm of the entire school, Summer Session functions effectively because of the hard work done by staff members in an extremely busy and fast-paced office.  Each year a new “school” is created, requiring the full complement of processes involved in bringing students to campus.  Included among our functions are the duties performed in recruitment of students, processing of applications and admissions decisions, financial aid awards, tuition billing, registration, housing, and the culmination in an active set of programs each summer.  The duties performed vary with the passing months of the year.  As one aspect of our operations tapers off, another facet comes into focus.

There is frequent interaction with other offices on campus throughout the year in preparation for the session, the execution of the actual activities that take place during the summer, and the resolution of issues after the completion of the program.  Ongoing communication occurs with the Office of Admissions, OIT, the Registrar, Sykes Health and Wellness Center, the Office of Academy Resources, and Communications.    

The primary functions of this position are focused on maintaining the stability and viability of the Summer Session programs and ensuring a positive student experience in all our summer offerings. The Assistant Director leads all efforts related to marketing and advertising the summer programs, recruitment and selection of students, allocation of financial aid and development of partnerships with sponsoring organizations, development of the course catalog and associated print and web materials, student enrollment and registration, and development and execution of efficient business processes. The Assistant Director and Dean of Admission provides ultimate oversight of all student records and data management processes, including leadership and innovation to promote efficiency and data integrity. Duties also include maintenance of detailed records and spreadsheets, development of reports, preparing summary statistics and other necessary information for long-range planning.   

The Assistant Director is responsible for partnering with the Director in strategic planning and decision making related to summer programming. During the summer session, the Assistant Director helps to provide guidance to summer deans and faculty members and supports the Director in ensuring the delivery of a high-quality academic program.  Year-round, the Assistant Director supervises the Student Information and Events Coordinator (SIEC) and assists in the management of the staff members working in Cooley House.  

Essential Duties and Responsibilities:

Ensure that Andover Summer meets its admissions and revenue targets 

• In conjunction with the Director, set annual admissions and revenue targets across all programs.
• Recruit students to ensure a robust pool of applicants for all programs by partnering with the Office of Admissions, outside consultants, admissions officers at other independent schools, Student Ambassadors, Andover Summer alumni, and others.
• Review all application materials and issue admissions decisions.
• Coordinate with the Manager of Finance on the administration of financial aid and any student application or fee waivers, as well as documentation of annual list of students receiving financial aid.
• Participate in the strategic development of new programs and innovations that could extend the impact of Andover Summer.

Ensure smooth execution of all operations relating to admissions and enrollment 

• Oversee use of databases for maintenance of student records and efficient reporting. Serve as liaison with database and application vendor(s) and work closely with the business manager and OIT to troubleshoot as necessary.  
• Annually update all application and enrollment materials, including the online application and Enrollment Agreement/forms, in conjunction with legal counsel.
• Annually update all marketing, emails, and web materials, in conjunction with the Communications department.
• Annually update the course catalogs and manage the new course approval process, in conjunction with Department Coordinators.
• Assign student summer housing, courses, and activities.
• Ensure all enrollment forms are received, reviewed, and appropriately distributed.
• Ensure current documentation of all admissions procedures followed in the office, PCR, and Unit 4 related to Summer Session programs.

Support smooth execution of all operations relating to summer programming 

• During the summer, share Administrator on Duty responsibilities with the Director, assuming 3-4 days and nights per week of primary duty.
• Participate in the development and facilitation of Faculty Orientation.  
• In partnership with the SIEC, plan and facilitate Student Orientation.
• Supervise oversight of summer interns.
• Participate in Faculty and Student arrival and registration processes.
• Facilitate the course change process.
• In partnership with representatives from the Shuman Office of Admission, plan and execute a weekly Secondary School Placement Workshop and coordinate the annual summer Secondary School Fair.
• Participate in Faculty and Student departure processes and campus close-down.

Additional Duties and Responsibilities: an annual College Fair.

• Document all procedures used to complete all aspects of job.
• Serve as backup for other office members as needed.
• Perform other duties as assigned by the Director of the Summer Session or the Dean of Admission.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required to perform these essential duties.  This list is intended to be illustrative, but not exhaustive.

Preferred Experience:

• Bachelor’s degree required.
• Administrative and/or admissions experience working with high school students and teachers.  
• Experience with admission folder reading.
• Proficiency in a relational database, preferably Unit 4 or PCR, including the ability to do data entry, run basic searches, determine the revisions needed in existing reports, and analyze the needs of the department with respect to the database.
• Proficient use of Excel to create new documents utilizing functions.
• Proficient use of Microsoft Office.

Communication Skills:

• Ability to communicate effectively with others, through verbal and written means, in both small and large group settings.  
• Previous experience delivering presentations, both in-person and virtually.
• Ability to deal tactfully, effectively, and fairly with people of all backgrounds.
• Ability to establish and maintain effective working relationships with co-workers and as liaison to other departments.

Other Skills and Abilities:

• Ability to work both as part of a team and independently in the absence of detailed instructions.
• Adept at multi-tasking while prioritizing most important projects.
• Ability to analyze a situation from both a broad range and a detailed approach.
• Capable of problem solving.
• Strong organizational skills.  
• Attention to detail and accuracy.
• Ability to be flexible.
• Adept at the use of e-mail.  

Phillips Academy is committed to equal employment opportunity and providing reasonable accommodation to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender expression, gender identity, age, physical or mental disability, genetic information, veteran status, military service, application for military service or any other characteristic protected by law.   Any offers of employment will be contingent upon successful CORI/SORI and fingerprinting background checks as well as unrestricted authorization to work in the United States. ?