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Administrative Assistant, Departments of Education & Public Health

Employer
Curry College
Location
Massachusetts, United States
Salary
Salary Not specified
Posted Date
Jun 9, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration
Employment Level
Administrative
Employment Type
Full Time
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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. We are an inclusive community of diverse learners and educators, committed to continuing our legacy of developing effective communicators with reflective and critical thinking skills. We mentor and empower our 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 our 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 we 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 general direction of the Chair of Education/Public Health and Director of Graduate Programs in Education, the Administrative Assistant is directly responsible for the exclusive administrative support of undergraduate and graduate programs in Education and Public Health as well as the coordination of the maintenance/administrative operations of the Faculty Building. This Administrative Assistant is the first point of contact for the Faculty Building visitors.

Essential Functions:

1. Reception / Front Desk Functions for the Education and Public Health Programs and Faculty Building:

  • Act as the main point of contact for Faculty, Staff and visitors of the Faculty Building;
  • Respond to questions and requests for information for both on and off-campus persons via email, phone, mail, and fax. Refer inquiries and questions to appropriate departments, levels, and campus offices outside of the Education and Public Health Department;
  • Serve as a liaison to Students / Faculty requiring assistance.  Responsibilities may include but are not limited to; assisting with the course registration / add/drop process, accepting papers and or exams from students for faculty members;
  • Sort and process incoming correspondence to the appropriate Faculty mailboxes;
  • Assist in the hiring, supervision, and oversight of Education/ Public Health student workers in the Faculty Building;
  • Maintain general office files related to the Faculty Building, copier machine, printers and other office equipment for the Faculty Building;
  • Order and inventory office supplies for the Faculty Building;
  • Develop and maintain announcements, flyers and postings for the Faculty Building;
  • Coordinate the general care and maintenance on office equipment such as: copier, printer, computers, and telephones;
  • Provide an inventory list of offices in the Faculty Building used by part-time faculty to the Director of Academic Operations each semester;
  • Maintain faculty building mailboxes;
  • General oversight for the efficient operation of the Faculty Building through coordination of School Dude requests and working with the Buildings and Grounds Department on any emergent needs.

2. Administrative Functions:

  • Serve as the general coordinator for events and assist with event planning and execution for Education and Public Health ; Responsibilities include but are not limited to; room reservations, catering coordination, coordinate with Institutional Advancement on invitation publication / dissemination, maintain a record of RSVPs; Special events to include but not limited to; Department Meetings,  Pi Lambda Theta Honor Society Induction, Awards Ceremonies, Faculty Receptions, Admission and Recruitment Events for Education and Public Health; Regulatory/Program Approval Visits; Senior Dinner; Faculty Search Committee Interviews, Guest Speakers, and Programs in Graduate Education Functions, Orientations and Events;
  • Provide general administrative support including but not limited to responding to phone inquiries, taking meeting minutes, assisting faculty with coordination of their photo-copy jobs, posting office / advising hours, and disseminating copies of the typed department/programmatic meeting minutes to the appropriate parties;
  • Attend departmental and or programmatic meetings and serve as notetaker. Develop and disseminate notes or follow up letters as requested;
  • Assist the Chairperson, Director of Graduate Programs in Education and respective Coordinators with the preparation of Contract Request forms for full and part time faculty members each semester and submit to the Office of the Provost;
  • Maintain Department files and records ensuring that hard copy and or electronic records are kept secure, orderly and confidential by adhering to the guidelines outlined in the agreement between the College and the AAUP, as well as any regulatory agency the Department works with;
  • Ensure that student course evaluations are collected and disseminated in adherence to the guidelines established in the agreement between the College and the AAUP;
  • As part of the regular cycle of evaluation and assessments within the department, assist with survey design, dissemination, and data collection utilizing programs such as Forms, Qualtrics, Edwin Analytics as requested by the Chairperson, Directors, Coordinators and faculty in the department;
  • Generate requested reports, correspondence and forms of a confidential nature using Excel and Word, CWIS, Banner, Coursedog and others as needed;
  • Collect, copy, maintain, follow up and update compliance records for Education Department.  These records include but are not limited to Education Field Spreadsheets, Student Compliance Electronic and Paper Copy Files, Personal Health Proficiency Exams;
  • Follow up on documentation to bring electronic or hard copy regulatory required documents/files to completion in preparation for regulatory review/endorsement/approval processes;
  • Coordinate, maintain and assess the Education Department Voucher System in consultation with the Chair, Directors, Coordinators, the Division of Continuing Education and Graduate Studies and the Office of the Provost;
  • Coordinate, complete or assist with all departmental mailings handled both internally and externally (through email or hard copy; mail-merge of letters, printing, stuffing, mailing, etc.);
  • In collaboration with the Chairperson/Directors/Coordinators, schedule and be a point of contact for student admission interviews, potential employee interviews and other similar requests as directed;
  • Assist Department Chairperson/Director of Graduate Program in Education /Coordinators with new faculty onboarding process by providing guidance to new faculty on their office spaces; provide orientation to the Faculty Building; assist new employee with securing employee ID, parking sticker, business cards, building and technology processes and supply them with Copy Codes etc;
  • General oversight for the efficient operation of the Faculty Building through coordination of School Dude requests and working with the Buildings and Grounds Department on any emergent needs;
  • Provide an inventory list of offices in the Faculty Building used by part-time faculty to the Assistant Vice President of Academic Affairs each semester;
  • Coordinate the general care and maintenance on office equipment such as: copier, printer, computers, and telephones;
  • At the end of each semester add/drop, provide rosters of students registered for all ED, MED, EDL, and SPE courses to the Provost's Office and ITS to program access to the ERC in the C-Cure card access system;
  • Order and inventory office supplies for the Education and Public Health Departments;
  • In collaboration with the Chairperson, Directors, Coordinators in Public Health and Education Departments, maintain the glass cases and announcement boards outside and inside Hafer 301;
  • Work with the appropriate assistant director(s) in CE/GRAD Studies Offices and enrollment representative(s) in the Registrar's Office to trouble shoot course registration issues for students across programs in graduate programs in education;
  • In collaboration with the Chairperson/Directors/Coordinator, trouble shoot registration issues; be the first point of contact for student queries related to updates/changes to registration/registrations processes;
  • Create graduate education student course planning spreadsheet for the Office of CE/GRAD studies each semester to confirm coursework and assist in the self-registration process;
  • In consultation with the Chairperson and Director of Graduate Programs in Education and Coordinators assist with editing and review of departmental documents, mailings and correspondence;
  • Participate in regular planning and coordination meetings with Chairperson, Director of Programs in Graduate Education and Coordinators as part of the planning and prioritizing workflow for a given semester and academic year;
  • In collaboration with the Chairperson, Director of Programs in Graduate Education and Coordinators, assist in the preparation for self-study visits, regulatory related visits and meetings.

3. Budget / Purchasing Responsibilities

  • Assist Department Chairperson/Coordinators/Directors in preparation, and maintenance of Operating and Capital Budget by maintaining timely, accurate records of utilization for the department;
  • Monitor budget balance in Banner and provide updates to Department Chairs/Directors/Coordinators as requested;
  • Process Department expenditures to include invoice; Honoria and purchase order completion;
  • Inventory and order office supplies and equipment for the Faculty Building as needed;
  • Establish and maintain records of all purchases for Education and Public Health Programs;
  • Prepare purchase orders and check requisitions including mileage expense requests for the department for the Chair's authorization. Disseminate to the appropriate office at the College for approval and/or payment.

4. Student Employees Oversight Responsibilities:

  • In consultation with the Chairperson/Director/Coordinator, recruit, interview, hire and schedule work study student(s);
  • Provide training to work study students as necessary;
  • Coordinate, prioritize and assign tasks to student workers;
  • Monitor hours worked and ensure accuracy of hours worked in the College's electronic time keeping system;
  • Measure performance of student workers

Additional Functions:

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

 

Requirements:

Minimum Qualifications:

  • An Associate's degree is required.
  • A minimum of two to five years office administration experience.
  • Excellent interpersonal skills to effectively deal with a variety of individuals.
  • Proficient 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 including Excel.
  • Proficient knowledge, capabilities and experience with technology programs and applications.
  • Ability to follow-up, follow-through, multi-task, set priorities and adhere to deadlines.

Preferred Qualifications:

  • Bachelor's degree in a related field. 
  • A minimum of two to five years of office administration experience, preferably in a college setting with proven technical abilities across a variety or complex software systems, relational databases, and web-based programs. Experience with Banner and Coursedog is preferred.
  • Familiarity with Google Suite; Qualtrics, Microsoft 365 Suite, Zoom, Teams is strongly desired.
  • Ability to learn teaching management systems such as CANVAS.
  • Ability to learn and become proficient with Share Point, Sales Force, Interview Exchange and electronic storage systems

 

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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