Administrative Assistant, Library, Education, Writing - Curry College

Curry College•Milton, MA

38d•$19 - $21

About The Position

Under general direction of the Chair(s)/Director(s) of the Levin Library, Education, Graduate Education, and Writing programs, the Administrative Assistant is directly responsible for the administrative support of these departments as well as the coordination of maintenance/administrative operations of the Faculty Building and Library. The Administrative Assistant is the first point of contact for the Faculty Building visitors.

Requirements

Exhibits a high degree of initiative for bringing tasks to successful completion and succeeding in achieving stated goals.
Expresses oneself clearly, purposefully and effectively both written and verbal context. Possesses excellent organizational and time management skills to achieve optimal results.
Demonstrate positive attitudes and positive actions through a display of courtesy, congeniality, cooperation, sensitivity and professionalism to deal with a variety of individuals.
Ability to function independently, attention to detail, prioritize multiple projects, and adhere to deadline
Demonstrates a willingness to learn new skills and tasks and adapt to changing requirements and requests due to changing college and department processes, policies, regulatory requirements.
An Associate's degree is required.
A minimum of two to five years' office administration experience.
Excellent interpersonal skills to effectively deal with a variety of individuals.
Proficient computing skills and efficiency utilizing complex computing applications on the systems and programs of College's choice; currently by way of example, Microsoft Office Suite including Excel.
Ability and willingness to learn new technology
Proficient knowledge, capabilities and experience with technology programs and applications.
Ability to follow-up, follow-through, multi-task, set priorities and adhere to deadlines.

Nice To Haves

Bachelor's degree in a related field.
A minimum of two to five years of office administration experience, preferably in a college setting with proven technical abilities across a variety or complex software systems, relational databases, and web-based programs. Experience with Banner and Coursedog is preferred.
Familiarity with EAB/Navigate360, Google Suite; Qualtrics, Microsoft 365 Suite, Zoom, Teams is strongly desired.
Ability to learn teaching management systems such as CANVAS.
Ability to learn and become proficient with Share Point, Sales Force, Interview Exchange and electronic storage systems

Responsibilities

Administrative Functions:
Provide general administrative support including but not limited to answering and responding to email/phone inquiries, taking meeting minutes as needed, assist faculty with administrative tasks such as printing, posting hours, maintaining mailboxes, assist with department mailings etc.;
Assist department directors with preparation of Contract Request Forms for full and part-time faculty members each semester;
Serve as the general coordinator for events: assist with event planning and execution for the departments supported. Responsibilities include but are not limited to; room and catering coordination, connecting with Institutional Advancement on invitation publication/dissemination, track RSVPs, etc. Special events to include but not limited to; Honor Society Inductions, Awards Ceremonies, Faculty Receptions, and Admission/Recruitment Events;
Be the first point of contact for student queries related to registration/registrations processes;
In collaboration with the Chairperson, Director of Programs in Graduate Education and Coordinators, assist in the preparation for self-study visits, regulatory related visits and meetings;
Maintain the library conference room and other library reservation requests. Maintain Levin Library calendar and library faculty/staff calendars;
Coordinate the general care and maintenance of office equipment such as: multi-function printers, computers, and telephones.
Budget / Purchasing Responsibilities
Assist Department Chairperson/Coordinators/Directors in preparation and maintenance of Operating and Capital Budget by maintaining timely, accurate records of utilization for each department;
Monitor budget balance in Banner and provide updates as requested;
Gain working knowledge of library resource purchasing in relation to library and enterprise management systems and external vendors;
Prepare purchase orders and check requisitions for department(s) for the appropriate authorization and processing;
Inventory and order office supplies and equipment for the Faculty Building and supported departments as needed;
Responsible for coordinating library materials and supplies purchasing, book and electronic acquisitions (which may include ordering, receiving, and updating orders in the Banner system), as well as communicating with vendors on a variety of products and services.
Reception Functions
Act as the main point of contact for Faculty, Staff and visitors of the Faculty Building;
Serve as library liaison to both internal and external contacts;
Maintain general office files related to the Faculty Building and Library;
Collect and distribute faculty course evaluations in adherence to the guidelines established in the agreement between the College and the AAUP;
Maintain Education department voucher system, field tracking sheets, student compliance records, etc.
Student Employee Oversight Responsibilities
Assist in the hiring, supervision, and oversight of student workers in the Faculty Building;
In consultation with the Chairperson/Director/Coordinator, recruit, interview, hire and schedule work study student(s);
Provide training to work study students as necessary;
Coordinate, prioritize and assign tasks to student workers;
Monitor hours worked and ensure accuracy of hours worked in the College's electronic timekeeping system.
Respect and maintain confidentiality, parameters of operation, professional protocols, and individual privacy;
Perform other related duties as assigned by the Chairs/Directors/Coordinators