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Curry College · 1 month ago

Administrative Assistant, Library, Education, Writing - Curry College

Milton, MA

Full-time

Onsite

Entry, Mid Level

$19/hr - $21/hr

2+ years exp

Curry College is seeking an Administrative Assistant to provide administrative support for the Levin Library, Education, Graduate Education, and Writing programs. The role involves coordinating operations, managing budgets, and serving as the first point of contact for visitors, while maintaining confidentiality and professionalism.

Higher Education

Responsibilities

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

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

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

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

Qualification

Office administrationMicrosoft Office SuiteEvent planningBudget managementTechnology proficiencyInterpersonal skillsTime managementAttention to detailAdaptability

Required

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

Preferred

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