Department Administrator & Board Liaison

Company Description:

Founded in 1887, Clark was one of the first all-graduate institutions in the United States. Today the University is a highly-ranked, student-centered institution educating approximately 2,350 undergraduate and 1,150 graduate students to be imaginative and contributing citizens of the world and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. This commitment to scholarship and inquiry reflects the University's commitment to "challenge convention and change our world" and to address issues of critical importance to society. It is also reflected by Clark's many national and international distinctions, including recognition for its diversity and inclusion efforts, innovation, community engagement and impact, as a top green campus, and for having a distinguished geography and international development program. Clark has also been included in the groundbreaking Colleges that Change Lives guide since it was first published in 1996.

Clark is located in Worcester, Massachusetts, a dynamic, diverse city "on the rise." The second largest city in New England, Worcester is home to 11 institutions of higher learning and is increasingly recognized for its growing healthcare and biotechnology communities, its thriving cultural scene, and as a vibrant food hub.

Job Description:

The Department Administrator & Board Liaison (for Office of General Counsel) supports the Offices of General Counsel, Executive Vice President/Treasurer (EVP), and the Associate Vice President for Financial Planning, Budget and Business Operations (AVP), and will serve as their primary administrative support. The Department Administrator & Board Liaison handles the day-to-day administrative operations of the Offices of General Counsel, EVP, and AVP  and must have the ability to steward complex, confidential and highly-sensitive information.

Administrative responsibilities for this position include project support; organizing and staffing special events; preparing meeting agendas and related materials; maintaining calendars and booking travel; processing payments and expense reports through electronic purchasing and ordering supplies; additionally, will be responsible for receiving and screening office inquiries, processing mail/email, tracking progress and taking initiative to ensure matters pending are completed in a timely fashion, and greeting guests with minimal supervision.

Major Responsibilities: 

Administrative Support:

• Schedule team, interdepartmental, and individual meetings with both supervisors and their subordinates and others from within and outside the university; prepare agendas and materials, as needed.
• Assist with budget reconciliations and data entry; create and process purchase order approvals, invoices, and input data into the E-procurement system (SmartBuy Plus); manage vendor set- ups.
• Coordinate Board of Trustees committee and full Board meetings; gather and organize Board materials for distribution; and assist with room and meal service organization leading up to and on the day(s) of Board meetings
• Greet visitors; answer and screen telephone calls; respond to requests for information and provides assistance; distribute mail.
• Assist and manage special projects, as assigned.
• Maintain the office supplies, equipment, distribute mail, respond to inquiries, and deliver messages, etc.
• Oversee and coordinate administrative, program, and office activities; establish, select, implement, and coordinate office procedures and systems.

Other duties and Responsibilities

• Assist with departmental/institutional special events, as needed; manage events using Clark's Event Management system.
• Collaborate closely and collegially with colleagues, occasional support to the offices of other vice presidents, the office of the Provost, and the office of the President.
• Additional duties, as assigned.
• Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus.
• Willingness to periodically work evenings and weekends, especially during Board meetings

Requirements:

• A minimum of 3 years of administrative experience in similar or related work, preferred experience working in an academic environment and/or with executives.
• Expertise in the Microsoft Suite (particularly Word and Outlook), required; experience with various expense reporting and e-procurement systems preferred.
• Experience creating and managing virtual meeting platforms (Zoom and Teams), including the creation of breakout rooms and utilizing polling features
• Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus.
• Excellent and proactive oral and written communication skills.
• Experience and demonstrated ability to work with supervisors and colleagues to prioritize across multiple tasks and meet deadlines.
• Proven ability to manage multiple tasks, work independently, and seek guidance from supervisors and colleagues to shift priorities when necessary.
• Proven attention to detail and methods for ensuring accuracy.
• Ability to prepare reports and other documents, as needed. 
• Ability to learn quickly and understand how each process relates to the larger goals of the office and the University.
• Possess the ability to maintain confidentiality and discretion at all times and handle sensitive information with confidentiality and tact.
• Occasional availability for work during evening and weekend hours, required.
• Bachelor's Degree, required.

Clark University currently requires all employees and students to be vaccinated against COVID-19. Exemptions will be made for medical or disability reasons or religious beliefs, and could be made, at the sole discretion of the University, for other well-documented reasons.

Additional Information:

Clark University embraces equal opportunity as a core value: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.

Clark University offers a generous benefit package for full and, if applicable, part-time employees that include; paid time off, generous retirement plan, group health and dental insurance, life insurance, and tuition, along with use of many campus amenities. For a complete list of benefits for eligible employees visit here.

Application Instructions:

To be considered for this position, you must submit your credentials online. Create a Clark University Careers Account by clicking on the APPLY NOW button below. You will be able to upload the following documents, which are required for consideration:

• Resume
• Cover letter

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Already have a Clark University Careers Account? Login to your account to add documents or update your account.

Review of applications will begin immediately and continue until the position is filled. Salary will be commensurate with skills and experience.

Applicants must be currently authorized to work in the United States for any employer.

A successful background check is required upon acceptance.

Apply Online