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Administrative Assistant, Center for Global and Career Services

Employer
Curry College
Location
Massachusetts, United States
Salary
Salary Not specified
Date posted
Sep 28, 2021

View more

Position Type
Administrative, Student Affairs, Career Services
Employment Level
Administrative
Employment Type
Full Time

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:

Under the direction of the Director of the Center for Global & Career Services, the Administrative Assistant is the first point of contact for the Center's customers including students, faculty and staff, employers, alumni, parents, friends and neighbors of the College. The Administrative Assistant (AA) is responsible for the coordination of overall office support functions for the Center for Global & Career Services. The AA also provides support to the Director of Disability Services.

Essential Functions:

1. Reception/Front Desk Functions:

  • Provide outstanding customer service to all visitors and callers. Screen and prioritize questions and visits;
  • Provide assistance and support for "walk-in" service to faculty/staff, students, alumni, parents, friends, neighbors, and off-campus visitors;
  • 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;
  • Maintain Learning Commons Collaboration Spaces embedded within the CGCS. Assist constituents waiting for appointments;
  • Respond to all inquiries in the Career Development Study Away, and International Student general email inboxes, delegating messages as needed. Monitor and respond to the Disability Services general email inbox as needed;
  • Follow-up with callers/email messages in a timely fashion;
  • Sort and process incoming correspondence related to career information, job and internship posting, Study Abroad and graduate school literature;
  • Assist constituents with locating available resources;
  • Provide fulfillment support and serve as a resource for employers who want to recruit Curry students;
  • Provide simple resume reviews for walk-in clients;
  • Hire and provide supervision of student workers and interns in the office;
  • Maintain office files, copier machine, printers and other office equipment;
  • Make sure there are enough copies of resources for constituents;
  • Order and inventory office and event supplies. Keep supplies stocked and office organized;
  • Process all check requisitions and purchase orders;
  • Track spending and provide monthly updates and reports as needed.

2. Data Entry and Technical Support:

  • Support the office with administering surveys and collecting data on events, student utilization, and additional office activity. Prepare data for reports as needed;
  • Assist with setting up application procedures. Screen documents by reviewing for deficiencies; resolving discrepancies or returning incomplete documents to customer for resolution;
  • Provide data entry of information into excel and other software systems;
  • Verify customer and account data and maintain data integrity of all systems, especially online internship/job database, including reviewing, correcting, or reentering data; obtaining information when account information is incomplete; and merging data to eliminate duplication when necessary;
  • Generate reports, correspondence and forms using Excel and Word. Use Banner to seek student information and generate reports;
  • Provide support, as needed, to the Assistant Director, Graduate Outcomes & Operations Coordinator with collecting and researching student placement post-graduation through outreach and social media research and data entry;
  • Under the direction of the Director of CGCS, provide technical and administrative support for internship programming and students seeking internships.

3. Event Management and Marketing:

  • Lead the logistical efforts associated with large scale CGCS events including the Career & Networking Conference,  the Career & Internship Fair, the Study Abroad Fair, and International Student Orientation;
  • Collaborate with other CGCS staff and others on campus to leverage data to enhance marketing of the College, academic programs, and the CGCS to support recruitment, retention, and branding efforts;
  • Act as the main point of contact for employers and lead the coordination of employer recruitment efforts and events on and off campus, including on-campus recruiting, employer info-sessions, resume bundles, off-campus and virtual career fairs;
  • Coordinate CGCS participation in college functions such Admissions Open House, Accepted Students Day, Orientation, and other events;
  • Serve as the general marketing and communications coordinator and assist with lead the design and development of marketing materials for the office.

4. Administrative Functions:

  • Assist students in the on-campus employment search process and act as the main point of contact in the office for this program;
  • Assist with scheduling student advising appointments, maintaining department events and staff activities calendars, make travel arrangements and set up meetings;
  • Act as the first point of contact for employers and assist with the coordination of employer recruitment efforts and events on and off campus, including on-campus recruiting, employer info-sessions, resume bundles, off-campus and virtual career fairs, study away events, and the annual Career and Internship Fair;
  • Serve as the main contact to support Faculty Internship Supervisors;
  • Manage various social media channels; provide updates, promote and market events and services offered, and disseminate relevant content using professional judgment;
  • Manage the evaluation, design and ongoing improvements of office processes, procedures, and forms to improve operating efficiency;
  • Assist with documenting policies and procedures, writing operations manuals for the office,etc;
  • Take notes at meetings as needed; Contribute to team effort by assisting with special projects and additional tasks as needed;
  • Make phone calls and follow-up with constituents as needed.
  • Research information as needed;
  • Maintain customer confidence by keeping information confidential.

Additional Functions:

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

 

Requirements:

Minimum Qualifications:

  • An Associate's degree is required.
  • A minimum of two years of customer service and office administration experience. Basic office management skills including filing, telephone skills, and organizational skills with an extreme attention to details is required.
  • Strong writing skills, excellent customer service, interpersonal skills and communication skills to effectively deal with a variety of individuals.
  • Strong 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.
  • Marketing and/or event planning experience a plus. Social media, graphic design or marketing skills is beneficial.

 

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.

 


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