Position Type: Staff Full-time
Hours per week: 37.5
Weeks per year: 52
Work Schedule: Monday-Friday 8:30-4:30
Department Summary & Job Purpose:
The Office of the Dean of Faculty at Mount Holyoke College seeks a full-time, 12-month, senior administrative assistant. This position is an integral part of the administrative team and provides administrative support and coordination in the Office of the Dean of Faculty, while working collaboratively across the academic division to support the faculty and the wider Mount Holyoke community.
The Dean of Faculty oversees the College’s 35 academic departments and programs, as well as the McCulloch Center for Global Initiatives; the Miller Worley Center for the Environment; the Weissman Center for Leadership; the Career Development Center; The Lynk and Nexus; pre-health programs; the Mount Holyoke College Art Museum; the Office of the Registrar; the Office of Sponsored Research; Library, Information, and Technology Services; the Office of Student Success and Advising; and the Teaching and Learning Initiative.
We seek an energetic, hardworking individual who will thrive in a demanding, fast-paced environment, and who possesses excellent organizational and time-management skills. The Senior Administrative Assistant will work collaboratively across the College.
Core Job Duties and Responsibilities:
- Provide support to and collaborate with the Vice President of Academic Affairs/Dean of Faculty, two Associate Deans, and the administrative team in the Office of the Dean of Faculty.
- Be responsible for greeting guests and creating a welcoming environment. Maintain a professional demeanor at all times and exhibit tact and discretion.
- Assure pleasant, thorough, and timely response to visitors and people who contact the Office of the Dean of Faculty main phone line.
- Serve as the primary point of contact for the main Dean of Faculty email address, triaging emails in a timely manner.
- Coordinate meetings ranging from routine to complex.
- Meticulously maintain electronic and print files.
- Assist Academic Budget Manager with processing of PAF forms, journal entries, and other financial/payroll tasks.
- Dean of Faculty monthly account reconciliation/reporting.
- Process Dean of Faculty invoice payments.
- Assist with sending and collecting faculty contracts.
- Assist with the onboarding of new faculty hires.
- Compile annual reports, visitor requests, and budget requests.
- Compile course evaluations for the faculty review process.
- Maintain Google Sites, Google Groups, and DoF Listservs.
- Work as an integral member of the Office Space Committee.
- Maintain organization of physical spaces and office equipment and schedule the Dean of Faculty Conference room.
- Be responsible for office supply ordering and management.
- Create and submit facilities management work orders as needed.
- Enter, track, and compile data and perform basic analysis. Prepare reports, documents, and spreadsheets as needed.
- Perform general office tasks such as filing and other clerical work, and provide administrative support to the office staff.
- Other duties as assigned
• Bachelor's degree (or equivalent work experience) and three to five years of work experience as an administrative or executive assistant.
• Candidates with experience in an institution of higher education preferred.
• Proven technological skills with a high level of proficiency in Adobe Acrobat, Microsoft Office suite, especially Word and Excel, and Google Apps are required. Experience working in Colleague, Business Objects, Informer, and Report2Web a plus.
• Ability to work as part of a team as well as independently on a wide variety of projects.
• Ability to 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.
• Accuracy and attention to detail.
• Good judgment in decision-making and the ability to maintain confidentiality.
• Excellent oral and written communication capacities, with experience creating communications as described above, and proofreading skills.
• Ability to communicate in a clear and courteous manner with a diverse internal and external customer base.
• Ability to provide quality customer service in a responsive and helpful manner.
• Strong human relations and interpersonal skills to maintain effective, professional, and cooperative working relationships with supervisors and coworkers, and all internal and external customers including department chairs, faculty, and staff.
• Reliable and punctual attendance, with the ability to work 8:30am-4:30pm on weekdays as well as the occasional evening.
Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force
frequently, and/or a negligible amount of force constantly to move objects.
Standing: Particularly for sustained periods of time.
Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving
from one work site to another.
Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Employee speaks with students and other faculty daily by telephone, e-mail, or in person on a
Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction.
Ability to receive detailed information through oral communication, and to make the
discriminations in sound.
The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
The employee is not substantially exposed to adverse environmental conditions (such as in
typical office or administrative work).
Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified
employees that will allow all of its students, faculty, staff and those associated with them to successfully
carry out the mission of the college. As a condition of employment, the College will conduct appropriate
background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as
the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver
Credential) are completed and utilized in the hiring process and Five College Office of Compliance and
Risk Management as the office responsible for facilitating background checks as articulated in this policy.
Special Instructions for Applicants:
Apply online by application deadline. Application materials must include 1) a cover letter summarizing
interests and qualifications, 2) a complete resume or curriculum vitae, and 3) contact information for 3
Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.
Mount Holyoke College is an Equal Opportunity Employer.