Administrative Assistant

Job description

About the Opportunity

About the D’Amore-McKim School of Business:

For over 100 years, the has continuously strengthened its foundation of experiential learning and innovation.

Today, our mission to enable students to be responsible business leaders of the world capable of working, navigating, and creating in a digital environment is more relevant than ever.

We offer unique business-specific and interdisciplinary degree opportunities at the bachelor's and master’s levels, and lifelong learners benefit from our graduate-level certificates and executive education portfolio.

All of these are enhanced by and .

In addition, our use-inspired faculty and their research focus on transformative impact for humankind.

Ultimately, D’Amore-McKim’s values-driven culture and cross-border approach to learning and research empower our students, faculty, alumni, and corporate partners to create impact far beyond the confines of time, discipline, degree, and campus.

Job Summary:

The Administrative Assistant will offer general administrative support to faculty and group chairs.

Responsibilities include providing frontline assistance to faculty with various academic and administrative matters such as placing book orders, aiding in final exam scheduling, preparing and duplicating course materials, collecting syllabi, assisting with grade change forms, and addressing registrar-related inquiries.

Additionally, the Administrative Assistant will serve as a primary source of information for faculty, facilitating the dissemination and collection of essential information.
This position will also involve communicating with and recruiting student workers for departmental roles and tracking their timesheets (Teaching Assistants, Research Assistants, Work Study, and Co-op positions) and supporting Group Chairs in tracking and maintaining departmental budgets and reconciling expenses.

The individual will coordinate and assist faculty with travel and funding authorizations, contracts, Concur reimbursement reports, and manage office operations across various suites and front desk functions.
Responsibilities further include overseeing building facility issues, managing office communications, ordering and maintaining office inventory, and aiding in the organization of meetings and events, including workshops, conferences, and seminars, all while providing exceptional customer service to all stakeholders, including faculty, students, and parents.

Minimum Qualifications:

• Associate degree or equivalent (Bachelors preferred)
• 2-4 years’ relevant experience (Experience in Education is a plus)
• Knowledge of office administration practices and processes.
• Proficiency with Microsoft Office Suite products (Word, Excel, PowerPoint, SharePoint and Outlook).

Basic knowledge of PDF.
• Excellent interpersonal and written communication skills (including very strong writing and proofreading skills);
• Ability to plan, organize and set priorities; time management; attention to detail.

Key Responsibilities & Accountabilities:

1.

Academic and Faculty Support (40%):

 Provide administrative assistance and support for faculty in their teaching, research, and service activities.

Manage and streamline the workflow for various tasks, requests, and projects by receiving, prioritizing, and delegating as necessary, while ensuring timely and reliable completion.

Communicate clear deadlines and maintain continuity of support when applicable.

This encompasses a range of responsibilities, including but not limited to processing book adoptions, preparing classroom materials, scheduling final exams with the registrar, completing change of grade forms, arranging make-up exams and accommodations with the DRC, hiring student assistants (TAs/RAs), tracking student timesheets, communicating student hire details and deadlines, supporting committee activities, and assisting with proofreading manuscripts and preparing bibliographic references for journal publications

2.

Group Chair Support (20%):

Assist the Group Chairs in managing departmental budgets by monitoring operational expenses and facilitating various purchases.

Support faculty recruitment initiatives and aid in the onboarding process for new faculty members.

Contribute to special projects or any other relevant tasks as needed, within the general responsibilities of an Administrative Assistant.

3.

Front Desk Operation & Office Management (20%):

Oversee the daily operations of front desk and reception areas for the academic groups.

Provide operational support to the departments, which includes managing office equipment and supplies, properly filing and disposing of sensitive documents such as exams and student records, sorting mail and coordinating various shipments, handling departmental communications, and ensuring front desk coverage during operating hours.

Additionally, submit facilities work requests for the departments.

Act as the primary point of contact for both external and internal inquiries, fostering an office environment that is attentive to student needs.

4.

Event Planning (10%):

Assist with the planning, coordination, and execution of small and big academic group events ranging from group meetings, small workshops, to annual conferences, and research seminars.

Related tasks include but are not limited to: ordering catering and supplies for the event function, scheduling audio visual support, arranging travels for keynote speakers, booking rooms/event space as needed, staffing the event as needed, etc.

Work closely and in collaboration with the Events and Communications team to ensure proper compliance with the University and School standards and processes.

5.

Special Assignments (Group Specific Initiatives/Projects) (10%):

Carry out special assignments by completing activities, monitoring progress, and ensuring work is completed accurately and on time

Documents to submit:

Resume

Cover Letter

Position Type

Required Skill Profession

Secretaries And Administrative Assistants