Position Detail

Senior Administrative Assistant (#693)

Hiring Range:
$18.50 – $20.00 Hourly
Date Posted:
06/25/2018
Type/Department:
Staff in President's Office
Search Status:
Search Suspended - not Accepting Applications
Apply Now:
We are not accepting applications for this position at this time.

Reporting directly to the Special Assistant, and under additional supervision by the Vice President for Equity and Inclusion and 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.

We are looking for a candidate who is highly skilled and motivated, and who will enjoy working with our energetic team. The successful candidate will work as part of a small team as well as independently on a wide variety of projects.

Office Support:

  • Responsible for front of office operations. Serve as the primary point of initial contact on all correspondence, telephone calls, and guests.
  • Maintain call log and other point of contact information.
  • Receive, screen, and distribute correspondence, in email or in written form.
  • Assist the VP for Equity and Inclusion with her calendar and other commitments.
  • Assist the President and VP for Advancement with presidential correspondence, including acknowledgement letters and other notes (event follow up, thank you, condolence, etc.). Compose general hardcopy correspondence for President’s signature as needed.
  • 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.
  • Assist with monthly budget projection and reconciliation.
  • Ensure compliance with Mount Holyoke’s financial policies and procedures.

As needed:

  • Support and anticipate needs related to special projects and initiatives, including analysis and research.
  • Prepare or collect meeting materials, including agendas, minutes, and appendices or handouts.
  • Meticulously update and maintain electronic files and resources.
  • Any other duties as assigned.

The Senior 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

  • Bachelors 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.