Administrative Assistant - Alvord Center - 20 Hours Per Week

The Alvord Center for Global & Environmental Studies seeks a highly organized, detail-oriented Administrative Assistant to support the center's educational programs, student initiatives, and international travel experiences. This part-time position plays a key role in coordinating administrative processes, managing program documentation, and helping ensure the success of the Alvord Center's Global & Environmental Studies Certificate program and International Education Programs (IEP).

The ideal candidate is proactive, collaborative, curious, and committed to supporting students and advancing the mission of the Alvord Center. Strong organizational skills, attention to detail, and proficiency with Microsoft Office applications are essential.

Key Responsibilities

Administrative & Program Support

• Provide clerical, organizational, and administrative support for Alvord Center programs and initiatives.
• Maintain accurate records and documentation for Global & Environmental Studies Certificate (GESC) participants.
• Assist with the preparation, organization, and distribution of program materials.
• Support special events, presentations, and community outreach efforts.

International Education Programs (IEP)

• Assist with the development and distribution of marketing, application, and enrollment materials.
• Manage application submissions and communicate with applicants, advisors, and parents throughout the process.
• Monitor enrollment requirements, forms, and payment submissions.
• Coordinate participant paperwork and ensure all required documentation is submitted on schedule.
• Review health forms and serve as a liaison with the Health Center regarding participant medical needs.
• Prepare and organize travel binders for faculty leaders and administrators.
• Monitor program supplies and assist with packing and preparation for program travel.

Global & Environmental Studies Certificate (GESC)

• Maintain and update student records for enrolled and prospective certificate students.
• Support the creation and management of senior portfolio pages.
• Assist with planning and coordinating GESC celebrations and recognition events.
• Help prepare website content and materials associated with certificate program activities.

Event & Department Support

• Assist with preparations for Parents Weekend and other Alvord Center events.
• Support Earth Month programming and related initiatives.
• Contribute to departmental projects and communications throughout the academic year.

Qualifications

Required

• Experience in an administrative, clerical, or office support role.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational, planning, and time-management skills.
• Exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to handle confidential information with discretion.

Preferred

• Experience supporting educational programs, student services, or nonprofit organizations.
• Experience maintaining databases, records, or program documentation.
• Familiarity with website content management systems or online forms platforms.

Desired Attributes

The successful candidate will demonstrate:

• Strong organizational and project coordination skills.
• A collaborative and service-oriented approach.
• Curiosity and a willingness to learn.
• Flexibility and adaptability in a dynamic educational environment.
• Commitment to supporting students and the mission of the Alvord Center.

Schedule

• Part-time position (does not include benefits).
• Approximately 20 hours per week.
• Academic-year schedule with responsibilities that vary seasonally based on program needs.

The Loomis Chaffee School is an independent, coeducational boarding/day school of 750 students and 170 faculty members, located in the historic town of Windsor, Connecticut. Chartered in 1874, the school provides an academically challenging curriculum within a supportive community that affirms individual beliefs and differences. Need-based financial aid is currently awarded to 33 percent of the student body. Loomis Chaffee does not discriminate against employees on the basis of race, color, religious creed, gender, sexual orientation, national origin, ancestry, age, marital status, or disability. This policy applies to, but is not limited to, admission, financial aid, employment, use of school facilities, and participation in school activities.