Administrative Assistant II

Stonehill College - Easton, MA

Full-time - Entry Level

Easton, MA

1,001-5,000 employees

Educational Services

About the position

The Administrative Assistant II position at Stonehill College is designed to support the Martin Institute of Law and Society and the Department of Education Studies in their daily operations. This role is crucial for ensuring the smooth functioning of these departments through effective event coordination, faculty and student support, budget management, and maintaining records and documentation. The position requires strong organizational skills and the ability to manage multiple responsibilities in a dynamic academic environment.

Responsibilities

• Handle reception duties, including answering phones, responding to emails, and managing mail and deliveries.
• Manage education department information and updates, including student data, forms, and faculty directories.
• Organize events, including guest speaker sessions, educational programs, and faculty and student meetings.
• Handle logistics for events, such as marketing, arranging accommodations and transportation, coordinating with catering and IT, and reserving spaces.
• Attend events to ensure smooth operations and provide on-site support.
• Assist faculty in preparing for classes, managing course materials, and coordinating meetings.
• Oversee the hiring and payment of teaching assistants, supervise work-study students, and manage their schedules and timesheets.
• Support senior citizen educational programs, organizing enrichment courses, book clubs, field trips, and lunch talks each semester.
• Track department expenses, process ProCard purchases, and reconcile monthly reports.
• Order office supplies for all departments and manage the inventory for educational resources and event materials.
• Coordinate payments and reimbursements for program supervisors, speakers, and event-related expenses.
• Maintain electronic and physical files for student records, syllabi, meeting minutes, and program files.
• Update and manage information on departmental platforms, including the MyHill website, Teams, and SharePoint.
• Draft and distribute meeting minutes, announcements, and updates for faculty, staff, and students.
• Assist with Model UN, honors societies, and faculty search agendas.
• Coordinate internship, practicum, and field placement processes, managing paperwork and evaluations under the guidance of the Coordinator of Field Experience.

Requirements

• An Associate's Degree or equivalent from a two-year college or technical school is required.
• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple responsibilities in a dynamic environment.
• Proficiency with office software, including Microsoft Office and department-specific platforms (Teams, SharePoint, MyHill).
• Experience working with diverse student populations, faculty, and senior citizens.

Nice-to-haves

• Bachelor's degree (B.A.).
• Knowledge of Banner is a plus.
• Higher education experience preferred.