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Position Detail - Senior Administrative Assistant - Office of the Provost and Dean of Faculty

Senior Administrative Assistant - Office of the Provost and Dean of Faculty

Apply now Job no: 493511
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/ Executive/ Office Support

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: Monday through Friday 8:30 am to 4:30 pm

Department Summary & Job Purpose:

The Office of the Provost and Dean of Faculty seeks a full-time, 12-month senior administrative assistant. This position is an integral part of the administrative team and provides support and coordination while working collaboratively across the Division of Academic Affairs to support the faculty and the wider Mount Holyoke College community.

We seek an energetic, hardworking individual who possesses excellent organizational and time management skills. The senior administrative assistant will work collaboratively across the College and report to the chief of staff in the Office of the Provost and Dean of Faculty.

The Provost and Dean of Faculty’s office are responsible for supporting and overseeing the academic mission of the College. The Provost and Dean of Faculty oversee 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 Lynk and Nexus programs; pre-health programs; the Mount Holyoke College Art Museum; the Office of the Registrar; the Office of Sponsored Research; Library, Information, and Technology Services; and the Teaching and Learning Initiative.

Core Job Duties and Responsibilities: 

Office Support

• Reporting to the Chief of Staff, providing support to and collaborating with the Provost and Dean of Faculty, Associate Deans, and the administrative team in the Office of the Provost and Dean of Faculty.

• Serve as the primary point of contact for faculty members and other stakeholders seeking assistance or information from the Provost and Dean of Faculty's office.

• Provide schedule and calendaring support for office staff and serve as backup to the Executive Administrative Assistant for coordinating the Provost and Dean of Faculty’s schedule.

• Ensure the smooth operations of the office as it pertains to the use of the physical space, equipment, inventory, and the ordering of office supplies, as well as the scheduling of the Provost and Dean of Faculty conference room.

• Manage the compilation, preparation, tracking, and retention of documents and records connected to Academic Affairs. 

Academic Budget Support

• Provide support to the Director of Academic Finance related to financial and personnel functions.

• Process monthly account reconciliation and reporting, invoices, and faculty conference and travel reimbursements.

• Enter, track, and compile data and perform basic analysis. Prepare reports, documents, and spreadsheets as needed. 

Additional Duties

• Provide support to emeritus faculty members and act as liaison to the Provost and Dean of Faculty’s office.

• Serve as an integral member of the Office Space Committee.

• Assist with sending and collecting faculty contracts.

• Collaborate with the Executive Administrative Assistant and Associate Deans on planning and managing events.

• Maintain Google Sites, Google Groups, and Listservs associated with the Office and assist with website updates and maintenance.

• Other projects and duties as assigned.


• Bachelor or Associate degree, and at least two years experience as an administrative assistant, or a combination of equivalent education/professional experience.
• Good judgment in decision-making and the ability to maintain a high level of confidentiality.
• Proven technological skills with a high level of proficiency in Adobe Acrobat, and Microsoft Office, especially Word, Excel, and Google Apps are essential.

Preferred Qualifications:

• Ability to work as part of a team as well as independently on a wide variety of projects.
• Experience in an institution of higher education is preferred.
• Experience with Workday, Colleague, Business Objects, Informer, and Report2Web is preferred.
• Ability to manage multiple projects of varied levels of complexity and priority simultaneously while maintaining accuracy and attention to detail.
• Excellent oral and written communication skills.
• Strong human relations and interpersonal skills so as to maintain effective, professional, and cooperative working relationships with internal and external stakeholders, including department chairs, faculty, and staff.
• Reliable and punctual attendance and the flexibility to work the occasional evening.


Compliance Requirements: 

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.
• 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 daily basis
• 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.

Working Conditions: 

  • The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).  

Background Checks:

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; application materials must include:

  1. A cover letter summarizing interests and qualifications
  2. A complete resume or curriculum vitae
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. 

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