Job Openings

Administrative Assistant II (for Staff)-Recruited

Job ID: BH417126

Category: Administrative Assistant

Specialty: Administrative

Job Title: Administrative Assistant II

Must Haves:

  • High School Diploma/GED
  • Prior Office Experience
  • Proficient with software/programs such as Microsoft Office and Adobe
  • Intermediate to Advanced Proficiency using Email Calendar, Word, and Excel

Job Summary

Reporting to the Assistant Director of Administration for AEO 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 support to all members of the team. Duties and responsibilities include the following:

General administration:

  • Staffs reception desk: opens and closes office each business day, ensures coverage, receives visitors for all four offices in suite, answers phones, and monitors the primary e-mail account for the office.
  • May train and supervise student employees.
  • Provides for smooth day-to-day flow of communications within the unit; keeps staff updated on issues impacting the department and sends out calendar invites and reminders for events and deadlines.
  • Maintains office calendar, schedules and prepares materials for staff meetings within the department, and coordinates the use of conference rooms.
  • Maintains general office space and supply closets, including inventorying and ordering office and kitchen supplies.

Office operations:

  • Responsible for the coordination of all administrative aspects of the Gen Ed office and all facility- (pace, furniture, and equipment) operations for the entire suite (approx. 5000 square feet, 25 people).
  • Oversees any maintenance and/or work order requests for the suite. In coordination with the Registrar's Office, oversees shared space such as kitchens, focus rooms and conference rooms. IT point person for the department.

Financial and personnel administration:

  • Provides financial and personnel processing and oversight for the Program in various systems.
  • Completes I-9s for new teaching staff and assists the Assistant Director of Administration with faculty appointments. Independently administers full payment cycle; from request to record keeping, including follow-up and troubleshooting.

Executive and Program assistance:

  • Provides wide range of complex office administration and support to the Director of the Program as well as the Program as a whole; primary responsibility for Director’s calendar; scheduling of complex/multi-constituent meetings.
  • Assists members of the team with projects as needed.
  • Support to the Assistant Director of Administration.
  • Provides other administrative support as necessary.

Communications and events:

  • Frequently communicates by email with broad range of personnel throughout the University, and external vendors.
  • Responsible for planning and logistics for events; sending invitations, ordering catering, tracking RSVPs, setting up space and other details. Occasionally before or after business hours.

Student advising and committee support:

  • Answers basic questions regarding the Program in General Education in person, over the phone and via email.
  • Staffs online and in-person advising open hours. Assists the Program Coordinator in preparing documents for the Gen Ed Committee’s year-round retrospective course review process.
  • Works independently and as a member of the Gen Ed team.
  • Continuous proactive attention to complete follow-through and thoughtful troubleshooting.
  • Takes full responsibility of tasks and projects.
  • Contributes to unit goals by accomplishing related duties as required.

Seeking candidates with the following skills/abilities: 

  • Excellent organization skills and attention to detail
  • Self-motivating
  • Ability to handle complex and confidential information with discretion.
  • Excellent interpersonal, communication skills
  • Positive attitude with ability to interact tactfully and professionally with a variety of constituents.
  • Competency using a variety of computer software including Microsoft Office and Adobe, and ability to learn new software as needed.

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: Cambridge, Massachusetts