Position Detail - Project/Administrative Assistant

Position Type: Staff Full-Time (Hybrid)

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: Monday through Friday, 8:30 am to 5:00 pm 

Salary Range: $20.50 - $22.00 per hour

Department Summary & Job Purpose:

The Project/Administrative Assistant is an entry-level position that supports the Department of Marketing and Communications, which provides a wide range of services and assistance to the College (both as an institution and to individual departments/offices). This role will be 75% project management and 25% administrative assistance (see below for specific responsibilities and requirements). This position is hybrid with a minimum of 2 days on-campus each week; however, due to the nature of the work, local proximity to the College is required with the expectation that additional time in person may be needed periodically.

Core Job Duties and Responsibilities: 

• Production and Project Management: • Enter projects into the project management system and ensure intakes contain all relevant information, dates, documents, and team members and are linked properly to any related projects. Update as needed. • Monitor the pending queue requests in the project management system and follow up in a timely manner with requests from campus partners, involving other Marketing and Communications team members and making connections with other projects in the system where and when appropriate. • With input from team members, campus partners, and outside vendors, develop detailed production schedules and/or communications plans that are mindful of time and resources. • Log production schedules and communications plans in the project management system and ensure team members know they are available • Adjust production schedules and communications plans as necessary to accommodate changes in project scope, timing, or development and communicate these adjustments to relevant parties. • Assist the Manager of Production Strategy in tracking production schedules and communications plans and following up with task owners as needed. • Traffic deliverables through the review and approval process when and where appropriate, communicating feedback as needed in a constructive manner. • On occasion, place orders directly with vendors for simple items or strict reprints of past projects. 
• Content Management: • Collect, store (within the project management system), and in some cases, format content for various print and digital projects in preparation for layout and design. • Serve as point of contact with copyediting resource: coordinate schedules, send content with all pertinent and relevant details, and collect and provide feedback as necessary.
• Administrative: • Collect and traffic invoices. • Act as the main meeting scheduler for the Communications team, organizing availability and identifying optimal times for meetings, as advised by the Manager of Production Strategy and/or AVP of Marketing & Communications. • Periodically assist the AVP with conference registrations and travel arrangements, responding to external inquiries about campus usage for photography or historic tour purposes, or other tasks as assigned. • Manage department subscriptions, recurring payments for digital vendors and service providers, and supply/equipment orders. 

Qualifications: • Bachelor or Associate degree and experience as an administrative assistant, project coordinator/manager, or 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, Google Suite, and Microsoft Office, especially Word, Excel, and PowerPoint.

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 Monday or a similar project management software 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 to maintain effective, professional, and cooperative working relationships with internal and external stakeholders, including campus partners, faculty, and staff.
• Reliable and punctual attendance and the flexibility to work the occasional evening or weekend hours.

License/Certifications:

Compliance Requirements: 

Physical Demands: • Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. A job is considered sedentary if traversing is only required occasionally, and all other criteria for sedentary work are met.
• 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.
• Sufficient clarity of speech required includes those which permit the employee to discern verbal instructions and communicate effectively in person and by telephone.
• 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.
• Employee operates office equipment and computers to perform essential duties and responsibilities

Working Conditions: • The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).
• Protection from weather conditions but not necessarily from temperature changes. Activities occur  

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
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.