Administrative Assistant I
Job ID: BH350715
Category: Administrative Assistant
Performs the day to day clerical, recordkeeping or processing duties of a particular area or function using common office technology and company administrative systems. Will train on latter. Gathers data and assists in preparing reports. Provides information to faculty, staff members, students and the public. Keyboards and processes text and information, and may answer general correspondence. Makes appointments and maintains calendars based on specific instructions. Arranges meetings, schedules rooms and equipment. May maintain inventory and or order office supplies. Contributes to unit goals by accomplishing clerical or administrative duties as required. Some business training beyond high school desired.
Job Summary: The Program in General Education (Gen Ed) office supports the intellectually transformative mission by guiding students as they explore the Gen Ed curriculum and by providing comprehensive administrative and logistical support to Gen Ed faculty, teaching staff and the Standing Committee on General Education. The Administrative Assistant provides key support to all members of the seven-person office team and is the first point of contact and source of information for faculty, students, Teaching Fellows and staff on established program policies and practices.
Responsibilities: Reporting to the Assistant Director of Administration for Accessible Education Office and Gen Ed, the Administrative Assistant is the first point of contact and source of information for faculty, students, Teaching Fellows and staff on established program policies and practices and provides key assistance to all members of the team.
Administration and Operations:
•Ensures smooth day-to-day flow of communication; answers phones; monitors the primary e-mail account; keeps staff updated on issues impacting the department; sends out calendar invites and reminders for events and deadlines. Opens and closes office each business day, ensures reception coverage, receives visitors for all four Office of Undergraduate Education offices in the suite.
•Responsible for the coordination of the Gen Ed office, and facility operations (space, furniture, equipment and supplies) for the suite. Oversees maintenance requests; communicates maintenance information to affected staff; coordinates the use of shared spaces; maintains general office space and supply closets, including inventorying and ordering office and other supplies.
•Provides financial and personnel processing and oversight for the Program in various systems. Assists the Assistant Director of Administration with payments, record keeping, faculty appointments, and problem solving.
•Contributes to unit goals by accomplishing related duties as required.
Executive and Program Assistance
•Provides wide range of complex office administration and support to the Director of the Program, the Program as a whole and the Assistant Director of Administration. Primary responsibility for Director’s calendar; scheduling of complex/multi-constituent meetings. Assists Course Coordinators, Assistant Directors, and other members of the team with projects as needed.
Communications and Events
•Proactively maintains the department websites and mailing lists.
•Frequently communicates by email with broad range of personnel. Distributes messages using Mailchimp and other programs.
•Responsible for planning and logistics for events: sending invitations, ordering catering, tracking RSVPs, setting up space and other details.
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.