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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: 493836
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 a.m. to 4:30 p.m.

Department Summary & Job Purpose:

The Office of the Provost and Dean of Faculty seeks a full-time, 12-month senior administrative assistant. 

We seek an energetic, hardworking individual with excellent organizational and time management skills. The senior administrative assistant will support the administrative team 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 is responsible for supporting and overseeing the College's academic mission. 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, support 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 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, ordering of office supplies, and 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.
  • Responsible for purchasing card approvals as assigned.
  • Process reimbursements, purchasing requests, journal entries, and invoices. 
  • Process monthly account reconciliation and reporting.

Academic Budget Support

  • Support the Director of Academic Finance in financial and personnel functions matters.
  • Enter, track, and compile data and perform basic analysis. Prepare reports, documents, and spreadsheets as needed. 

Additional Duties

  • Collaborate with the Assistant to the Provost and Associate Provosts on planning events.
  • Serve as an integral member of the Office Space Committee.
  • Assist with sending and collecting faculty contracts.
  • Other projects and duties as assigned. 

Qualifications: 

• Bachelor or Associate degree and at least two years experience as an administrative assistant or a combination of equivalent education/professional experience.
• 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.
• Good judgment in decision-making and maintaining a high level of confidentiality.
• Experience in an institution of higher education.
• Experience with Workday, Colleague, Business Objects, Informer, and Report2Web.
• 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 department chairs, faculty, and staff.
• Reliable and punctual attendance and the flexibility to work the occasional evening.

License/Certifications:

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.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Employee speaks with students and other faculty daily by telephone, e-mail, or in person daily

Working Conditions: 

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

Background Checks:

At Mount Holyoke College, we prioritize the safety and well-being of our community members. To ensure this, we require all new hires, affiliates, and others to undergo comprehensive background checks before joining our institution. Our Office of Human Resources manages and conducts these checks, including screenings for CORI, SORI, credit history, and driver credentials. Additionally, the Five College Office of Compliance and Risk Management works to coordinate and facilitate these checks in accordance with our policies.

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 (CV)
  3. Contact information for three professional references

Mount Holyoke College is a women’s college that is gender diverse. The college is devoted to ensuring that all its employees and students have equal access to opportunities in education and employment. In accordance with state and federal law, Mount Holyoke College does not discriminate in employment against individuals based on their 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.

Mount Holyoke College is an Equal Opportunity Employer. 

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