Administrative Assistant, Business and Computer Science

About Curry College:

Founded in 1879, Curry College is a private, four-year, liberal arts-based institution in Milton Massachusetts. In addition to the main campus classes for adult learners are also offered at our campus at Cordage Park in historic Plymouth. Curry College is accredited by the New England Commission of Higher Education (NECHE). Curry College offers 22 undergraduate majors, over 60 minors and concentrations, as well as five graduate programs.

The Curry College mission is to educate and graduate students prepared to engage in successful careers and active citizenship with a global perspective. They are an inclusive community of diverse learners and educators, committed to continuing their legacy of developing effective communicators with reflective and critical thinking skills. They mentor and empower their students, building meaningful relationships that inspire them to achieve their ambitions.

Curry College provides rigorous and relevant academic programs to undergraduate and graduate students, and their rich blend of liberal arts and career-directed programs is enhanced by practical field experiences and co-curricular activities. Learning at Curry extends beyond the classroom and is embedded in all that they do.

Diversity and a culture of equity and inclusion among students, faculty and staff are crucial to the mission statement of Curry College.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, sex identity or expression, national origin, age, disability, veteran status, or any other basis protected by applicable state and federal law, including Title IX.

Job Description:

Job Summary:

Under the direction of the Chair of the Department of Business and Computer Science, the Administrative Assistant is responsible for the coordination of overall office support functions of the Business and Computer Science Department with occasional support to the other AAPC building occupants.  The Administrative Assistant is the first point of contact for the Business and Computer Science Department visitors.

Essential Functions:

1. Reception / Front Desk Functions

• Act as the main point of contact for Faculty, Staff and visitors of the Business and Computer Science Department Offices;
• 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;
• Serve as a liaison to Students / Faculty requiring assistance.  Responsibilities may include, but are not limited to assisting with the course registration / add/drop process, accepting papers and or exams from students for faculty members;
• Sort and process incoming correspondence to the appropriate Faculty mailboxes;
• Order and inventory office and event supplies for the AAPC214 Suite as well as Hafer academic building offices.

2. Administrative Functions

• IACBE Report Coordination
  • Coordinates the collection of data each semester for IACBE annual reporting.  This includes, exams, papers, surveys, reports, or any other date required to prepare IACBE Rubrics
  • Follows up on late data submissions;
  • Ensures that final yearly IACBE rubrics are reported to IACBE and posted to the appropriate Curry College web sites.
• Course Catalog Change Coordination
  • Collects needed adjustments, additions, changes, and updates from faculty;
  • Follows up on changes with Academic Coordinators.
• Academic Advising Support
  • Main contact in the department for incoming calls, emails, and in person visits for general advising inquiries from Academic Advising, Faculty Advisors, and Students with general questions;
  • Provides guidance to coordinate students with proper advisor or connection to another advisor if students advisor is not available;
  • Distributes correct degree maps, runs CAPP audits and transcripts, and generally helps to solve basic logistic issues;
  • Coordinated drop/add, pass fail, override, and other approval forms to connect students will required faculty and Chair signatures;
  • Guides students in the right direction for a fast and efficient resolution of issues.
• Five Year Master Programs Support
  • Coordinates the receipt, processing, and follow up data for the five year Master Degree applications;
  • Follows up with students for missing data or incomplete applications;
  • Fields calls, email, in person inquiries and faculty questions regarding the 5 year Master's program and connects with the director or chair for resolution;
  • Prepares and sends letters of acceptance, rejection, or incomplete information as directed by the Director of Graduate Programs.
• Serve as the general coordinator for events 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; Department Meetings, Advisory Board meetings, Faculty Search Committee Interviews, Sigma Beta Delta and Epsilon Pi Tau induction ceremonies, Awards Nights, Scangas and Ultramer Scholarships, IACBE Accreditation, Masters Level Capstone Capstones, and Graduation Ceremonies;
• Provide general administrative support including but not limited to responding to phone inquiries, taking meeting minutes, assisting faculty with coordination of their photo-copy jobs, posting office / advising hours, and disseminating copies of the typed minutes to the appropriate parties;
• Maintain syllabi collection for departmental programs, and provide copies of the syllabi to the Library;
• Assist Department Chair and Director of Graduate Programs with the preparation of Contract Request forms for full and part time faculty members each semester and submit to Academic Affairs office;
• Maintain Department files and records ensuring that records are kept secure and confidential by adhering to the guidelines outlined in the agreement between the College and the AAUP;
• Maintain DEC files and ensure adherence to the security and location of the DEC files as outlined in the Agreement between the College and the AAUP;
• Ensure that classroom evaluation surveys and student course evaluations are collected and disseminated in adherence to the guidelines established in the agreement between the College and the AAUP;
• 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.);
• Assist Department Chair with New Faculty Onboarding process by providing guidance to new Faculty 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 Business and Computer Science Department through coordination of School Dude (Maintenance) 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;
• Coordinate with various departments (Buildings and Grounds, Finance, Dean's office) and Department Chair regarding office assignments and moves to ensure timely service on furniture moving, painting, and ordering furniture as necessary;
• In a timely manner, provide ITS with student rosters each semester for those students approved with access to the Computer Science labs in Hafer (306, 308, and 312) in order to program C-Cure card access to the spaces;
• Ensure that student use computers in the Hafer 308 mini lab are operational. Coordinate any related support requests with ITS;
• Student Success Review and Letters
  • Prepare a report of students in need of academic support/guidance at the end of each term for the Undergrad and Graduate programs;
  • Coordinate with Department Chair, Director of Masters programs, and Academic Coordinators to send students letters indicating their need to retake classes or take steps based on their academic performance;
  • Maintain history of letters sent and student compliance.
  • Alumni Reporting and Maintenance
    • Create and Maintain an active list of undergraduate and graduate students of the business and computer science department.

3. Budget / Purchasing Responsibilities

• Assist Department Chair and Director of Graduate Programs in preparation, and maintenance of Operating and Capital Budget by maintaining timely, accurate records of utilization for the department;
• Monitor budget balance in Banner, and provide updates to Department Chair and Director of Graduate Programs as requested;
• Process Department expenditures to include invoice and purchase order completion;
• Inventory and order office supplies and equipment for the Business and Computer Science Department as needed;
• Establish and maintain records of all purchases;
• Prepare Purchase orders for Department Chair's signature.

4. Student Employees Oversight Responsibilities

• Recruit, interview, hire and schedule work study students and student workers as needed and approved;
• 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.

Additional Functions:

• Respect and maintain confidentiality, parameters of operation, professional protocols, and individual privacy;
• Perform other related duties as assigned by the Department Chair or Director of Graduate Programs.

Requirements:

Minimum Qualifications: 

• 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;
• Demonstrable 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.

Preferred Qualifications:

• Bachelor's degree in a related field;
• Experience in a college setting with proven technical abilities across a variety or complex software systems, relational databases, and web-based programs. Banner a Plus.

Additional Information:

Committed to attracting and retaining a diverse staff, Curry College will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

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.

Inquiries about the application of Title IX can be directed to the College's Title IX Coordinator, Rachel King at Rachel.king@curry.edu, (617) 979-3516, or King Academic Administration Building, 55 Atherton St, or US Department of Education, Office of Civil Rights ("OCR") - Boston Office, 5 Post Office Square, 8th Floor, Boston, MA 02109-3921, (617) 289-0111.

Application Instructions:

Please apply online at https://www.curry.edu/about-us/community-resources/employment/job-opportunities for consideration. Interested applicants must submit the following:

• a cover letter
• a resume; and
• a list of three professional references, one of which must be a former or current supervisor, including complete contact information and professional titles.