Administrative Assistant - President's Office

Employer
Amherst College
Location
Massachusetts, United States
Salary
Salary Not specified
Posted Date
May 18, 2022

View more

Position Type
Faculty Positions, Education, Other Education
Employment Level
Administrative
Employment Type
Full Time

Amherst College


Amherst Campus
Amherst Staff
Regular
Full time
JR2711

Amherst has taken a leadership role among highly selective liberal arts colleges and universities in successfully diversifying the racial, socio-economic, and geographic profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the diversity of its faculty, administration and staff.

Job Description:

Amherst College invites applications for the Administrative Assistant - President's Office position. The Administrative Assistant is a full-time, year-round position, starting at $27.00 - commensurate with experience. Given Amherst's distinction as one of the most diverse liberal arts colleges in the country, the successful candidate will demonstrate the w ays in which they bring value to and will work towards supporting a broadly diverse community.

Under the supervision of the Assistant to the President & Office Manager, the Administrative Assistant provides critical administrative support and is an integral member of our team in the Office of the President. The Administrative Assistant is responsible for the office functions described below, and will provide support to and collaborate with the staff in the Office of the President.

The successful candidate will be courteous and efficient, possess strong organizational skills, excellent attention to detail, and demonstrate the ability to:
  • Build successful relationships with diverse staff in other departments, including internal campus partners and external vendors
  • Maintain a high level of discretion, confidentiality, and professionalism
  • Handle a wide variety of activities, and work independently and under pressure
  • Be responsive, effective and customer-service oriented
  • Be committed to diversity, equity, and an intentionally inclusive campus culture


Candidates will be available to work a regular, full-time schedule to ensure coverage in the office. Occasional evening and weekend hours will be required.

Principal Duties and Responsibilities:

50% Office Support:
  • Meticulously maintain the office's comprehensive files and ensure accurate record keeping (electronic and paper). Update and assist with maintenance of Google Sites and Drives, as well as other electronic resources.
  • Support record retention and archive files, as appropriate.
  • Act as purchasing agent and as contact with vendors. Order supplies and constituent gifts.
  • Process expenses and reimbursements, following Amherst's financial policies and procedures.
  • Reconcile online budgets monthly.
  • Assist with coordination and support the maintenance of the president's calendar and travel arrangements, as instructed.
  • Track events on campus and report to the president weekly.
  • Prepare documents and spreadsheets, copy and scan documents, and complete other administrative tasks as assigned.
  • Attend weekly staff meetings.


20% Communications Support:
  • Monitor the Office of the President's email. Forward to staff and follow up when required.
  • Sort and distribute regular mail. Scan and file, as appropriate.
  • Assist with entering contacts for mail and email correspondence.
  • Process acknowledgement letters.
  • Assist with correspondence, reports, and any other communications support, as needed.
  • Complete web and archive research, as requested.


15% Reception and Office Duties:
  • Act as back-up to the receptionist. Be responsible for greeting guests and creating a welcoming environment for our diverse community.
  • Maintain institutional organizational charts.
  • Maintain Converse Hall directories.
  • Assist with general campus information and procedures.
  • Assist with routine emergency preparedness drills.


5% Support for the Office of the Board of Trustees and Chief of Staff:
  • Assist with meetings of the Senior Staff.
  • Draft the President's Report to the Board of Trustees.
  • Draft follow-up correspondence to faculty following Board meetings.
  • Complete web and archive research, as requested.
  • Prepare meeting materials, including agendas, minutes, and appendices or handouts, as requested.
  • Assist with Board meetings.


5% Event Support:
  • Assist with and support presidential programs and events, from small meetings to large-scale receptions. This may include scheduling attendees, making room reservations, ordering refreshments, setting up meeting spaces, etc.
  • Receive RSVPs and follow up as appropriate. Maintain attendee lists.
  • Prepare event materials, including but not limited to briefing documents for the president and other event collateral such as name tags, place cards, etc.
  • Staff events, as needed.


5% Ombudsperson Support:
  • Purchase supplies.
  • Process invoices.
  • Update and print brochures and documents.
  • Assist with general campus information and procedures.


Qualifications:

Required:
  • High School Diploma or equivalent
  • 5 years of related experience
  • Excellent verbal and written communication, with excellent proofreading skills and experience crafting communications as described above.
  • Strong social skills, with the ability to communicate in a clear and friendly manner with internal and external community members.
  • Proven organizational and time management skills, including the ability to balance multiple projects, prioritize work duties, and meet deadlines.
  • Ability to take initiative, and to work independently with utmost accuracy and strong attention to detail.
  • Ability to interact and communicate effectively with a diverse community of faculty, staff, and students and to manage relationships and collaborate with other departments.
  • Ability to always maintain a professional demeanor and exhibit tact and discretion.
  • Proficient in Google Suite and Microsoft Office, and proven ability to learn new software programs.
  • Occasional nights and weekends are required.


Preferred:
  • Associate's Degree
  • Experience in higher education
  • Experience with Workday


Amherst College offers many opportunities for professional growth and development, continued learning, and career advancement.

Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families. Benefits are an important part of our overall compensation, so it is critical that you review all of the options to ensure it meets your total compensation requirements. Click here for Benefits Information .

Interested candidates are asked to submit a resume and cover letter online at https://amherst.wd5.myworkdayjobs.com/Amherst_Jobs . Applications cannot be revised once submitted. Please be sure to upload all requested documents prior to clicking Submit. (Current employees and students should apply by clicking on the Career icon from their Workday home screen.) Review of applications will begin on June 20, 2022, and will continue until the position is filled.

Amherst College requires all employees to be fully vaccinated for COVID-19 (medical and religious exemptions may apply).

To find information about job group and level (JGL) follow this link.

PI178475217

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