Position Detail

Senior Administrative Assistant (#623)

Hiring Range:
$19.00 – $20.00 Hourly
Date Posted:
01/02/2018
Type/Department:
Staff in President's Office
Search Status:
Search Is Open - Accepting Applications
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37.5 hours per week, 12-months 

Reporting directly to the Chief of Staff, and under additional supervision from the Chief Diversity Officer, the Senior Administrative Assistant provides administrative support and coordination in both the Office of the President and the Office of Diversity, Equity and Inclusion. The Senior Administrative Assistant is an integral part of the administrative team and will provide support to six individuals. They will work with the President, the Chief of Staff, the Senior Advisor and Secretary to the Board, and the Special Assistant to the President in the Office of the President, and the Chief Diversity Officer and the Title IX Coordinator in the Office of Diversity, Equity and Inclusion.

Office Support:

  • Responsible for front of office operations, including greeting guests and creating a welcoming environment
  • Answer main phone lines and maintain call log
  • Open, sort, and distribute daily mail
  • Maintain organization and cleanliness of physical spaces and office equipment. Create and submit facilities management work orders as needed
  • Order office supplies
  • Perform general office tasks such as copying, filing and other clerical work
  • Provide backup support for the Special Assistant

Events:

  • Support programming and events out of the Office of Diversity, Equity and Inclusion
  • Assist the Special Assistant with Presidential Events as needed
  • Responsible for inauguration invitation process, including but not limited to creating and mailing certificates, working with Advancement to coordinate delegates, and maintaining electronic records

Budget:

  • Process expenses and reimbursements
  • Process monthly purchasing card charges and statements
  • Assist with monthly budget projection and reconciliation

As needed:

  • Prepare or collect meeting materials, including agendas, minutes, and appendices or handouts
  • Meticulously update and maintain electronic files and resources
  • Other responsibilities include general office tasks such as filing and other clerical work, maintaining office equipment, ordering supplies, and providing general administrative support as needed
  • Any other duties as assigned

The Administrative Assistant will demonstrate the following skills and abilities in their position:

  • Maintain a professional demeanor at all times and exhibit tact and discretion
  • Demonstrate good judgment in decision-making and the ability to maintain strict confidentiality
  • Communicate in a clear, courteous, responsive manner with internal and external community members. Respond to internal and external inquiries in a timely manner
  • Work as part of a team as well as independently on a wide variety of projects
  • Prioritize work duties, and demonstrate effective time management skills
  • Ability to multi-task and transition quickly between projects to address specific situations, and to manage multiple, concurrent projects, and still meet strict deadlines
  • Work effectively under pressure, and with accuracy and attention to detail
  • Excellent oral and written communication capacities, proofreading skills
  • Strong human relations and interpersonal skills to maintain effective, professional, and cooperative working relationships. Collaborate with other college departments and offices
  • Ability to interact professionally with a diverse community of faculty, staff, students and alumnae
  • Expertise in computer software such as Microsoft Office Suite, Adobe Acrobat Pro, and Google Apps, including ability to learn and use specialized software applications e.g BoardEffect
  • Skill in operating all standard office equipment
  • Knowledge of clerical office procedures
  • Knowledge of principles and procedures of record retention and management
  • Ability to interpret and apply pertinent College rules, regulations, policies, and procedures

Education and Experience

  • Associates degree (or equivalent work experience) and at least 5 years’ experience as an administrative assistant
  • Preference given to those candidates with experience in an academic institution of higher education

Please provide a cover letter, resume, list of three professional references (to be contacted only in the final interview stage).

Mount Holyoke College is an Equal Opportunity Employer.

Mount Holyoke College is committed to enriching the educational experience it offers through the diversity of its faculty, administration, and staff members. Mount Holyoke seeks to recruit and support a broadly diverse team who will contribute to the college's excellence, diversity of viewpoints and experiences, and relevance in a global society. In furtherance of institutional excellence, the College encourages applications from individuals from underrepresented groups, including faculty, staff, and administration of color, diverse gender identities, first generation college students and individuals who have followed non-traditional pathways to college, and individuals with a demonstrated leadership commitment to including diverse backgrounds and perspectives.