Position Type: Staff Part-time
Hours per week: 15-20
Weeks per year: 12-18
Department Summary & Job Purpose:
The Programs Assistant supports special events and programming for the professional and graduate education division. Supervised by the Program Coordinator, and working directly with the Program Directors and administrative staff, the person in this position is responsible for planning and coordinating administrative activities, providing support to students, faculty, and staff and ensuring smooth program operations during on-site classes, intensives, and other special programming. We are currently seeking temporary support for our summer term (May-Aug). There may be some evenings and weekends necessary for special events.
Core Job Duties and Responsibilities:
- Provide general administrative support for the professional and graduate education program directors, faculty, and staff including, but not limited to: maintaining records, updating files, handling reimbursement requests, helping manage and clean up data, corresponding with faculty and students, reporting on the status of projects and tasks.
- Support program planning and preparation, and provide operational support for special events.
- Work with staff to set up and confirm: space reservations for classes and events, schedules and timelines for classes and events, catering and dining service requests, media and technology needs, and faculty and guest speaker travel and lodging.
- Manage requests for supplies and materials, prepare course materials and packets, set-up rooms with appropriate materials and technology, track supplies and equipment and collect them after use.
- Coordinate with offices across campus (including IT Services, dining, and facilities and maintenance) to provide support for professional and graduate education programming.
- Be the go-to person for faculty and staff during events and while classes are in session, and bring in other administrative staff and college offices to support as necessary.
- Problem solve and troubleshoot challenges as they arise to ensure that operations proceed as smoothly as possible for faculty, students, and staff.
Qualifications: 2-3 years' relevant experience in a fast-paced office or an equivalent combination. Self-starter with excellent interpersonal, communication, technology, problem solving and presentation skills. Must be able to work effectively in a team environment, with individuals at all levels, in stressful and high pressure situations. Demonstrated ability to think strategically, execute tactically, prioritize and exercise independent judgment based on an understanding of institutional policies and activities. Deadline driven, excellent attention to detail and follow through.
Preferred Qualifications: Bachelor’s degree. Experience in a higher education environment, office administration, event planning and management.
Physical Demands: 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. Job may include the need to walk; stand; climb stairs; crouch, kneel or stoop; push, pull or carry light items;
The position requires talking, clarity of speech and hearing in person, on video and over the phone, and occasionally public speaking. The computer work requires visual acuity and repetitive motion related to the keyboard.
Working Conditions: The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work), though activities occur in both inside and outside environments, and there may not include protection from the weather (e.g. when walking between buildings).
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 professional references.
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.