Administrative Assistant - President's Office

About Massachusetts College of Liberal Arts:

At MCLA, we're here for all - and focused on each - of our students. As a 2021 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:

The President's Office at MCLA invites applications for an Administrative Assistant to serve as the primary coordinator of the reception area for the President's Office and will work as a member of the administrative team providing support to the President's Office and the Senior Advisor for Institutional Equity and Belonging. This position requires a high degree of confidentiality in a dynamic, fast-paced setting environment, and must exercise discretion and independent judgement as significant issues arise.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Primary administrative support and calendar management for Vice President for Strategic Initiatives and Senior Advisor for Institutional Equity and Belonging, as well as additional administrative support for the Executive Assistant to the President and Director of Marketing and Communications. Responsibilities include but are not limited to:
  • administrative and logistical support
  • event coordination,
  • coordination of meetings and travel,
  • preparation/processing of correspondence, reports and presentations; assistance with special projects; and preparation of materials for meetings.
• Serves as the coordinator of the reception area and meeting areas within the President's Office, greets visitors, answers main telephone for the President's Office; acts as back-up for other lines in the President's Office, opens and distributes mail.
• Composes confidential memorandums and correspondence, and collects data and information in support of reports and project management. Tracks responses and manages flow of correspondences.
• Schedules and/or arranges all logistics for conferences, meetings, interviews, appointments, or similar activities as needed, and coordinates all necessary back-up material. Maintains room schedule for President's Office conference rooms.
• Maintains office mailing lists, campus event lists (internal and external events) keeping current, and manages large mailings.
• Manages purchase order creation and tracking and processes invoices for payment, and monitors spending to budget for the President's Office and Marketing/Communications department. Processes procurement card expense reports for the Vice President for Strategic Initiatives and Senior Advisor for Institutional Equity and Belonging. Orders office and kitchen supplies, and maintains inventory.
• Assists Executive Assistant with logistics for Board of Trustees meetings, including meeting room reservations, trustee parking, catering, and public notification of meetings. Copies and compiles board materials for meetings.
• Assists with large events managed through the President's Office including opening semester breakfasts, President's commencement dinner, and campus community gatherings.
• Maintains President's division landing pages on website, including public meeting notifications.
• Other duties/projects assigned by supervisor as requested.

Requirements:

• Minimum of three years of working in an executive level office setting
• Bachelor's Degree preferred
• Ability to work with multiple constituents with strong team-oriented skills
• Strong organizational skills, self-starter, and ability to work independently
• Ability to maintain accurate records with attention to detail
• Excellent writing and communications skills with attention to grammar and punctuation
• Ability to exercise discretion and independent judgment per matters of significance and confidential information
• Excellent technology skills with Microsoft Office including presentation software.
• Must be flexible, ability to multi-task, and available to work evenings and weekends, if necessary

Additional Information:

This is a full-time, non-unit position. The salary range for this position is $45,000 to $50,000.

The deadline for applications is October 14, 2022.

It is the policy of Massachusetts College of Liberal Arts that all employees be vaccinated against COVID-19 before they begin employment. Proof of the COVID-19 vaccine, including booster, is required of all individuals hired by MCLA, to be verified after an offer of employment has been made, and as part of the background check process. Prospective employees may submit a request for exemption based on a religious and/or medical basis, to Human Resources.

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.

Christopher Hays
Interim Title IX Coordinator and Equal Opportunity Officer for Employees
Phone: (413) 662-5597
Email: christopher.hays@mcla.edu
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
Email: OCR.Boston@ed.gov


Application Instructions:

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

Company

We’re the public liberal arts college in Massachusetts. In 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.

Located in the Berkshires, our area is known for its mountain ranges, hiking trails, and panoramic views. Our home town of North Adams is brimming with young, creative energy and the regional economy is booming as a result.

Our classes are taught by educators who care deeply about teaching and about seeing their students thrive on every level; personally, academically, and professionally. We engage in the most relevant conversations of our time by bringing the most celebrated thinkers and speakers to campus through nationally known public lectures hosted by MCLA.

The Office of Human Resources and Payroll at Massachusetts College of Liberal Arts recognizes our most important resources are our faculty, administrators, and staff.

In furthering this mission of the College as well as embracing the diversity and excellence of the Campus, we strive to provide our employees dedicated professional support encompassing job searches, benefits, professional development, and personal growth.