Administrative Assistant, Administration and Finance/Staff Assistant

Massachusetts, United States
Salary Not Specified
Jul 09, 2021
Employment Level
Employment Type
Full Time
About Massachusetts College of Liberal Arts:

At MCLA, we're here for all - and focused on each - of our students. As a 2019 Top Ten Public College, classes are taught by educators who care deeply about teaching, and about seeing their students thrive on every level of their lives. Nearly 93% of our graduates land competitive jobs or are accepted by some of the best grad schools in the country. We engage in the most nationally relevant conversations by hosting some of the most celebrated thinkers and speakers on our campus in the Berkshires of Massachusetts, an area known for its mountain ranges, hiking trails, and panoramic views. Our home town of North Adams is brimming with creative energy and the regional economy is booming as a result. In nearly every way possible, the experience at MCLA is designed to elevate you as an individual, a leader, and a communicator, fully empowered to make your impression on the world.

Job Description:

MCLA invites applications for an Administrative Assistant to work as a member of an administrative team providing support to the Fiscal Affairs department and other departments within Administration and Finance as required. This position requires a high degree of confidentiality in a dynamic environment and requires the ability to multi-task.


  • Responsible for scheduling and managing the Vice President of Administration and Finance's (VPAF) calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals and maintaining an organized office.
  • Provides confidential administrative/clerical and project support for the Fiscal department staff.
  • Serve as the coordinator. of the reception area and meeting areas within the Fiscal Affairs Office. Greet visitors, answer main telephone for the Administration and Finance Office; act as back-up for other lines in the office, open and distribute mail. Coordinates conferences when requested by the VPAF.
  • Research, gather materials, prepare agendas and coordinate administrative matters with the VPAF for meetings.
  • Participates in meetings and conferences pertinent to area of responsibility and/or requested by VPAF.
  • Research and prepare executive financial summaries as requested by the VPAF.
  • Administer, manage, and perform periodic audits of the Mastercard p-card for the college.
  • Act as office manager, make office equipment service calls, and order all supplies for the Fiscal Affairs Office.
  • Consults with Budget Directors to assist in the development and management of administrative initiatives and operating budgets.
  • Serves as a liaison between the VPAF and other administrators by relating information and requests from the VPAF.
  • Creates and/or updates reports and presentations using Word, Excel, Access, and PowerPoint.
  • Proofreads, edits, and produces letters and financial reports in final form.
  • Maintain procurement files and other accounting files to ensure ease in retrieval for audits or other inquiries during the fiscal year.
  • Assist in the coordination of special functions (e.g. commencement, receptions, opening breakfast).
  • Assist with weekly check runs, file accounts payable documents.
  • Encumber all purchase orders, and support Purchasing Department.
  • Prepare certificate of insurance for off campus events for all departments on campus.
  • Track of all accident and incident reports received from Public Safety. Maintain correspondence file with external counsel.
  • Manage the college vehicle reservation system making sure all rules are adhered to.
  • Oversee all aspects of insurance processing.
  • Prepare confidential correspondence regarding collective bargaining grievances, external leases, contracts, and other real estate issues relating to campus operations.
  • Other duties as assigned by Vice President, Budget Manager, Accounting Manager or Procurement Manager.


  • Bachelor's degree.
  • Minimum five years of office management experience.
  • Ability to work independently and as part of a team, manage multiple projects and assignments; Must be customer and student centered; Must possess excellent oral communication skills.
  • Experience with finance, accounting, budgeting, and cost control procedures (preferred).
  • Ability to work with multiple constituents.
  • Strong organizational skills.
  • Self-starter.
  • Ability to maintain accurate records with attention to detail.
  • Excellent writing skills with attention to grammar and punctuation.
  • Ability to exercise sound judgment.
  • Ability to exercise discretion in handling confidential information.
  • Excellent technology skills with Microsoft Office; including presentation software and internet research.
  • Must be able to lift a minimum of 20 pounds to move file, etc.

Additional Information:

This is a full-time position. The annual salary range for this position is $42,000 to $45,000.

The deadline for applications is August 1, 2021.

For questions regarding your application or specifics of this position, please contact

Massachusetts College of Liberal Arts does not discriminate on the basis of sex in any education program or activity that they operate, which extends to admission and employment at MCLA. MCLA is required by Title IX of the Education Amendments of 1972 ("Title IX") to not discriminate in such a manner. Inquiries about the application of Title IX may be directed to each respective MCLA's Title IX Coordinator, to the Assistant Secretary of the Department of Education Office for Civil Rights, or both.

Nicole Comstock
Title IX Coordinator and Equal Opportunity Officer
Phone: (413) 662-5571
Mailing Address: 375 Church Street, North Adams, MA 01247

U.S. Department of Education, Office for Civil Rights
33 Arch Street, 9th Floor Boston, MA 02119-1424
Telephone: (617) 289-0111; FAX: (617) 289-0150; TDD (877) 521-2172

Application Instructions:

Interested candidates must apply electronically and should submit a letter of interest and resume by clicking on the APPLY NOW button below.

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