Senior Administrative Assistant, Academic Affairs

Massachusetts, United States
Competitive Salary
Aug 21, 2020
Employment Level
Employment Type
Full Time

Under the direction of Provost, the Senior Administrative Assistant is responsible for the coordination of overall office support functions of the Office of the Provost and Academic Affairs; a responsibility which entails providing support to the Provost, the Associate Vice President of Academic Affairs and the Assistant Vice President of Academic Affairs. The Senior Administrative Assistant is the first point of contact for the Provost’s office visitors. 


Reception/Front Desk Functions:

  • Act as the main point of contact for Faculty, Staff and visitors of the Provost’s and Academic Affairs Office.
  • Respond to questions and requests for information for both on and off-campus persons via email, phone, mail, and fax. Refer non-routine inquiries to appropriate level.
  • Coordinate, complete or assist with all Academic Affairs mailings handled both internally and externally (mail-merge of letters, printing, stuffing, mailing, etc.). Mailings include but are not limited to Academic Review Letters and Deans List letters each semester.
  • Maintain the calendars of the Provost, Associate Vice President of Academic Affairs, Assistant Vice President of Academic Affairs.
  • Act as liaison for faculty communicating with the Provost and Associate Vice President of Academic Affairs.
  • Sort and process incoming correspondence to the appropriate mailboxes.
  • Hire and provide supervision of work study/student workers in the Academic Affairs office in coordination with the Director of Enrollment and Marketing for CE/Grad, or their designee.
  • Maintain office files, copier machine, printers and other office equipment.
  • Order and inventory office and event supplies.

 Administrative Functions:

  • Provide general administrative support including but not limited to responding to phone inquiries, taking meeting minutes, and disseminating copies of the typed minutes to the appropriate parties.
  • Provide routine administrative support and coordinate logistics related, but not limited to, the following committees/ Meetings as well as providing highlights and next steps as necessary to Committee Chairs, Chair, Director and Coordinators meetings, NECHE accreditation, and New Program Development.
  • Serve as the general coordinator for events in the Provost’s and Academic Affairs office and assist with event planning and execution; Responsibilities include but are not limited to: room reservations, catering coordination, coordinate with Institutional Advancement on invitation publication / dissemination, maintain a record of RSVPs; Special events to include but not limited to, Multiple Dean’s List Student celebrations, Alexander Graham Bell Honor Society Dinner and College Retirement Party, as well as various receptions hosted by the Office of the Provost throughout the Year.
  • Coordinates the production of the official graduation list and cards for the Commencement ceremony, orders New Era Award, and various tassels.
  • Assist Provost with the preparation and dissemination of faculty letters of appointment for all faculty.
  • In conjunction with the Provost, coordinates the processes related to faculty evaluation, sabbaticals, release time, and promotion—including the communication to the President and the Board of Trustees and the notification of Chairs, Directors, Coordinators and faculty.
  • Assist in the preparation of the quarterly Board of Trustees report for Academic Affairs.
  • Provides administrative support for the faculty evaluation process.
  • Manages and cross checks information, data, and requests coming into the Provost’s office to provide accurate records related to the Faculty and Academic endeavors of the institution.
  • Assist with Survey design, dissemination, and data collection utilizing programs such as Qualtrics, as requested.
  • Generate reports, correspondence and forms of a confidential nature using Excel and Word.
  • Coordinate, complete or assist with all departmental mailings handled both internally and externally (mail-merge of letters, printing, stuffing, mailing, etc.).
  • Represents Academic Affairs on institutional committees including, but not limited to, the Administrators Group, Commencement and Convocation.
  • Assist Provost with new staff onboarding process by providing guidance to new Academic Affairs staff on how to get their Employee ID, Parking Sticker, order Business cards, and supply them with Copy Codes etc.
  • Provide general oversight for the efficient operation of the Provost’s Office through coordination of School Dude requests and working with the Buildings and Grounds Department on any emergent needs.
  • Coordinate the general care and maintenance on office equipment such as: copier, printer, computers, and telephones.

Budget / Purchasing Responsibilities:

  • Inventory and order office supplies and equipment for the Office of the Provost and Academic Affairs as needed.
  • Establish and maintain records of all purchases.
  • Complete and sign Purchase orders.
  • Prepares check requisitions as needed for Academic Affairs and CE/Grad. 
Supervisory Responsibilities:
  • Recruit, interview, hire and schedule work study students and student workers as needed and approved in coordination with CE/Grad.
  • Provide training as necessary.
  • Coordinate, prioritize and assign tasks to student workers.
  • Monitor hours worked and ensure accuracy of hours worked in the College’s electronic time keeping system.
  • Measure performance of student workers.

Minimum Qualifications:

  • An Associate degree.
  • A minimum of two to five years office administration experience.
  • Excellent interpersonal skills to effectively deal with a variety of individuals.
  • Excellent 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.
  • Ability to follow-up, follow-through, multi-task, set priorities and adhere to deadlines.
  • Ability to handle confidential and sensitive information in a discrete manner.

Preferred Qualifications:

  • A 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. Banner a Plus.

 At the College’s discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate, to the satisfaction of the College, an equivalent combination of education and experience specifically preparing the candidate for success in the position.  

Employment in this position is contingent upon the successful completion of all required pre-employment background checks. 

Please apply online at for consideration. Interested Applicants must submit a resume, cover letter, and a list of three professional reference names, one of which must be a former or current supervisor, including complete contact information and professional titles. 

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