Administrative Assistant

Administrative Assistant

Contract

1-2 months (could extend)

Start ASAP (like even this week)

Process- 1 phone or video interview

Industry- Academia, college in Boston, supports a department in the College of Arts & Sciences

Hours- M-F 8:45am-4:45pm with 1 hour lunch (35 hours per week)

Location- Onsite daily in Boston (Tremont Street - close to Park Street, Downtown Crossing and Government Center T stops)

Background check- CORI, SORI & county criminal

Vaccinated: not required (preferred)

Why open- Cover a leave of absence. Admin work includes:

-Greet visitors

-Answer to emails and calls

-Help students

-Support the academic department

Must haves:

-Associate or Bachelor degree

-1+ years of administrative experience

-MS Office (Word, Outlook, Excel & PowerPoint)

Preferred:

-Academia industry

-Workday

-Bachelor degree

Job Description:As a member of an academic department, the Administrative Coordinator provides diverse office support and serve as a source of information and problem solving for students, faculty, staff and other University personnel. Anticipate the needs of faculty and students. Effectively meet the demands of a busy academic office.

Responsibilities:

35% of time:

Provide administrative support to students, faculty and any other University personnel. Duties may include, but are not limited to: keeping informed of upcoming deadlines; posting office hours; ordering desk copies of textbooks and following up with the bookstore for text book orders; processing facilities work requests; tracking and ordering office and instruction/teaching and research supplies; attending all faculty meetings and keeping minutes for faculty review. Provide reception desk coverage and front-line support for students. This includes but is not limited to answering phones, greeting and tactfully providing information in-person, over the phone and via email.

35% of time:

Provide administrative support and coordination for special projects. Duties may include preparing invitation lists, flyers, and other promotional materials; schedule meetings and maintaining schedules; arranging logistics such as conference space reservation and catering; making travel arrangements; keeping records of expenses, applicants, attendance and outcomes.

Examples of special projects could include:

-Events for student academic organizations, honorary societies and or department alumni

-Admissions events

-Faculty committee meetings, special colloquia or lectures.

15% of time:

Review academic program communication with Department Chair. Create, maintain, modify, and/or ensure accuracy of content in various academic program documents, displays, reports, brochures, social media, and/or websites. Support with creating department course schedules. This includes gathering data and projecting course offerings for the following academic year, assisting to create class schedules that take into account student needs, faculty preferences and Registrar’s and Dean’s Office guidelines. Ensure data entered into system is up-to-date and accurate. Gather data; compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports.

15% of time:

Work and assist faculty and Department Chair to submit any expense reports, supplier invoice requests, requisitions, or other business purchases Work and assist faculty and Department Chair to submit any expense reports, supplier invoice requests, requisitions, or other business purchases/processes as needed. Work with Department Chair and other university personnel to prepare annual capital budgets and maintain operational budget. Hire, train, and assign tasks for work study students. Approve hours in Workday. Work to support graduate programs by tracking student data and providing resources and information to students as they move through their programs.

Qualifications:

• 2+ years of relevant experience or a bachelor’s degree is required.

• Strong computer skills including: MS Office (Word, Excel, Outlook and PowerPoint) as well as relational database experience (like Ellucian Colleague).

• Excellent written and oral communication as well as organizational skills.

• Excellent attention to detail and high standards for quality of work.