Empowered girls
Empowered girls
Empowered girls
Empowered girls
Empowered girls

Job Title:                 Administrative Assistant

Reports to:              Director of Enrollment Management

Department:            Admission

FLSA Status:          Non-exempt


Primarily performs administrative work, including frequent high-level clerical work organizing, scheduling, and coordinating and fielding all calls and inquiries to the school. Assists all admission team members in implementing department activities and communications, internal and external. Contacts are typically with admission team members, prospective families, relocation counselors, faculty, division heads, board members, coaches and general public.Work is supervised on a limited basis, as necessary. This is a full-time, 12-month position.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

  • Greet visitors to the office in a pleasant and professional manner making everyone feel welcome. Must be able to be in office when visitors arrive.
  • Answer and field telephone calls for all of admission team members to provide information, take messages, and/or transfer calls along with counselling prospective families through the admission process.
  • Cover the front reception desk half days creating a positive first impression for those entering the school.
  • Manage the general admission email address. Respond to families in a timely manner and transfer emails to the appropriate team member(s).
  • View, review and enter information into the Blackbaud database including processing inquiries, managing events and recording items completed throughout the admission process.
  • Assist Admission team in preparing, mailing and emailing correspondence to families.
  • Compose, or transcribes from rough draft, correspondence, bulletins, newsletters, memorandums, and other materials.
  • Coordination of all admission events along with preparation of materials for events, collating packets, creating agendas, preparing nametags/table tags/seating charts/signage, and other materials required for special events.
  • Manage and oversee shared office calendar of admission events and visits. Coordinate all admission visits and director's meetings.
  • Support the Admission team while keeping an eye on the big picture and overall admission experience.
  • Work with Marketing and Communications team to ensure all admission dates and events are correct in digital media and on the HB website.
  • Assist on marketing and communications initiatives.
  • Maintain office supplies and hospitality inventory by checking stock to determine inventory level, anticipate needed supplies, placing orders for supplies.
  • Open and sort mail.
  • Take on project work as needed.
  • Maintain confidentiality of information shared and processed.


 To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • This position requires that the individual be detail-oriented and operate with extreme accuracy in a multi-tasked, fast-paced environment.
  • Individual must possess exceptional organizational and time management skills, as well as strong communication, interpersonal, and writing skills.
  • It is necessary to have a demonstrated understanding of the importance of admission marketing and communications. Knowledge of correct grammar, punctuation, spelling and minor editing techniques.
  • Ability to effectively present information in one-on-one and small group situations to students, families, and other employees of the organization.
  • Must be able to communicate in a friendly and diplomatic manner at all times with the members of the all communities.
  • Must be upbeat with a positive attitude.
  • Experience with Google platforms, Microsoft Office and Blackbaud or a similar database. Interest in education preferred.

Education and/or Experience

High School Diploma required. Bachelor's degree (B. A.) from four-year college or university a plus. Two years related experience and/or training; or equivalent combination of education and experience.

About Hathaway Brown

Hathaway Brown School has a rich 146-year history of educating and empowering girls. As Ohio’s oldest continually operating college-preparatory for girls, Hathaway Brown has earned a reputation for academic excellence and innovation in the region and around the country. Home of the Learn for Life signature approach, Hathaway Brown has long been devoted to a fusion of cutting-edge curriculum and experiential learning. Our approximately 850 students and 225 faculty and staff come to Hathaway Brown from 89 different communities in Northeast Ohio, and enjoy our stunning 16-acre campus in Shaker Heights, Ohio – just minutes from the cultural attractions of downtown Cleveland.

Diversity, Equity, & Inclusion 

Hathaway Brown School is committed to building a diverse, equitable, and inclusive learning community through our admission policies, hiring practices, professional development, curricular and extracurricular programming, and school culture. We believe that these communities must be centered in the work we do. Hence, we strongly encourage applications from people who are members of other marginalized communities. Click here to be directed to our full DEI Statement.

Interested candidates should send resume and cover letter to:

Preferred method is to email resume to: hrstaffing-adm@hb.edu

Hathaway Brown School, ID#6321ADM

19600 North Park Blvd.,

Shaker Heights, Ohio 44122



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