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Administrative Assistant to the Associate Provost for APA & Dean for Graduate Education

Stonehill College
Massachusetts, United States
Salary Not specified
Posted date
Oct 1, 2021

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Position Type
Administrative, Student Affairs, Other Student Affairs
Employment Level
Salary Band
Not specified
Employment Type
Full Time
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Founded by the Congregation of Holy Cross in 1948, Stonehill is a private Catholic college located just 22 miles from downtown Boston on a beautiful 384-acre campus in Easton, Massachusetts. With a student-to-faculty ratio of 13:1, the College engages its 2,500+ students in 80+ rigorous academic programs in the liberal arts, sciences, and pre-professional fields.

Faithful to the Holy Cross tradition in education, Stonehill College is committed to developing the moral, spiritual, intellectual, physical, and social competencies of its students and seeks to build and sustain a campus community that embraces diversity and inclusion in its teaching, learning, living, and working. Stonehill values the diversity of persons, opinions, and cultural and religious perspectives. In fulfillment of its motto, Lux et Spes (“Light and Hope”), the College cultivates in its students the competence to think, act, and lead with courage towards creating a more just and compassionate world.

Equal Employment Opportunity shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without discrimination on the basis of race, color, religion, sex, national origin, age, veteran status, disability, and or ancestry. Stonehill College will adhere to the Federal Requirements of Title VII of the Civil Rights Act of 1964, the Civil Rights Act of 1991, the Age Discrimination in Employment Act of 1967, the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and its amendments, the Immigration Reform and Control Act of 1986, the Massachusetts Fair Employment Practice Law, and all other applicable State and Federal laws. The College is committed to providing a work environment that is free of discrimination. All employees and applicants will be treated fairly, equitably, and with courtesy. Stonehill College encourages diversity and welcomes individuals who will enrich the cultural and diverse experiences of the campus. In accordance with Massachusetts law, employees of Stonehill College are considered employees-at-will.

Strong organizational and detail-oriented skills are essential to contribute to the efficiency and effectiveness of the work of the Associate Provost for Academic Planning & Assessment (AP APA) as well as that of their reports (the Directors of the Moreau Honors Program, IDEAS Program, and the Center for Excellence in Teaching & Learning) and the Dean for Graduate Education. The Administrative Assistant will work collaboratively with the Executive Assistant to the Provost & Vice President for Academic Affairs as well as the Administrative Assistant to the Associate Provost to support all functions of the Office of the Provost. 

Essential Duties & Responsibilities

Independently and collaboratively provides administrative and faculty support by performing the essential duties and responsibilities outlined below:

Carry out routine duties associated with the efficient and effective operation of the office:

  • Order and maintain supplies
  • Screen and route incoming telephone calls and mail
  • Prepare correspondence
  • Maintain complex calendars, arrange meetings, and rearrange appointments as necessary,
  • Assemble materials in preparation for meetings, conferences, etc.
  • Arrange travel plans and itineraries
  • Compile documents for travel-related meetings
  • Create, organize, and/or maintain file systems, databases, and spreadsheets
  • Conduct research, compile and produce appropriately needed documents
  • Coordinate the planning for events (e.g., communicate with and schedule attendees, work with Conference & Events to reserve spaces and arrangement setups, place orders through Sodexo Catering, etc.)
  • Maintain confidentiality related to the work carried out.
  • Manage multiple budgets, oversee line item spending, coordinate interdepartmental fund transfers, process stipend payments, assist with the development of budgets for the upcoming fiscal year, perform system input, generate budget reports, and allocate purchases made on the College’s credit card.
  • Manage, in collaboration with the College’s Web Developer, all websites related to the work of the AP APA and Dean of Graduate Education as well as desktop publishing projects.
  • Assist with the supervision of work-study students (e.g., posting job availability, hiring/rehiring student workers, coordinating schedules, delegating tasks, etc.).
  • Assist with ongoing intensive academic program development, implementation, and assessment work.
  • Assist with Departmental External Review logistics with reviewers and schedule meetings during on-campus visits.
  • Assist with the General Education Reform process (e.g., taking minutes, organizing notes, coordinating events, etc.).
  • Assist with Graduate Program operations and planning.
  • Assist with and represent office for various Admission Open House days.
  • Assist with and represent the office with graduate recruitment, admissions, and enrollment sessions.
  • Assist with and provide support for academic policy development and maintenance.
  • Contribute to the College’s mission on diversity, inclusion, and equity by fostering a campus culture in which differences based on age, ability, color, creed, cultural background, ethnicity, gender identity or expression, national origin, political viewpoints, race, religious affiliation or spiritual affinity, sexual orientation, socioeconomic class, or veteran status are validated and embraced.
  • Support the development of a community that values diversity as an essential part of the personal, social, and intellectual development of all its members.
  • Support all students with particular attention paid to underrepresented student populations, such as students of color, international students, first-generation students, low-income students, and LGBTQ+ students.
  • Perform other duties as assigned.
  • Must be willing and able to work some evening and weekend hours.

Education & Experience

A competitive candidate will have a bachelor’s degree from a four-year college and/or five to ten years of related experience and/or training, or an equivalent combination of education and experience.

Interested applicants can submit a cover letter and resume online via the URL link:

Applications will be reviewed starting October 11, 2021, but applicants are encouraged to apply through October 31, 2021.

Applicants who will enrich the diversity of the campus community are strongly encouraged to apply.  Stonehill College is an equal opportunity employer committed to diversity.   


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