Administrative Assistant

The Planet Group; Boston (MA); Hybrid; USD 42,000 - 64,000; Full time

Job summary

The Planet Group is seeking an experienced administrative professional to support a busy Law School faculty suite in Boston. The role involves handling a wide range of administrative tasks, from scheduling and document management to supporting faculty with course materials and scholarship projects.

Candidates should have at least 1+ years of administrative experience and strong MS Office skills. Some hybrid work options may be available after initial onsite onboarding.

Qualifications

• 1+ years of administrative experience.
• MS Office (Word, Outlook, Excel & PowerPoint).

Responsibilities

• Fully manages operation of a faculty suite with broad administrative support.
• Maintains calendars and schedules for faculty; uses MS tools to coordinate meetings and events.
• Supports faculty with courses, committees and scholarship, including document preparation and data entry.
• Creates and maintains filing systems, both paper and electronic, to support program needs.
• Provides front-line information to students, faculty and administrators; handles inquiries professionally.
• Coordinates meetings, travel arrangements and logistics for faculty and department activities.
• Assists with department projects, budgets, and administrative processes as workload requires.

Skills

Administrative experience

Tools

MS Office

Job description

Hours-

M-F 8:45am-4:45pm with 1 hour lunch (35 hours per week)

Location-

Onsite daily in Boston to start. Once settled, might be able to work from home 1-2 days per week.

Must haves:

• 1+ years of administrative experience
• MS Office (Word, Outlook, Excel & PowerPoint)

Preferred:

• Academia industry
• Workday

Job Description:

As a member of an administrative services team, the Admin provides complex and diverse support to assigned group of faculty, adjunct faculty, and administrators within the Law School. Effectively manages and meets the demands of a busy office suite. Anticipates the needs of, and serves as a source of information and problem solving for, students, faculty, adjunct faculty, professional staff and other constituents. Work may be confidential in nature and require a thorough knowledge of University and Law School practices and procedures.

Primary Responsibilities:

20% Fully manages the operation of a faculty suite within the Law School, providing a wide range of comprehensive administrative support. Successfully anticipates problems and challenges and proactively finding resolutions.

Designs and manages electronic and hard copy file systems; responds to inquiries from students, faculty, and the general public; coordinates hard copy and electronic mailings; develops database information to support the programmatic needs of programs, committees, and projects as assigned.

Provides front-line support, greets and provides information in person, via phone, zoom and email. Tactfully handles inquiries, answering as many as possible independently and referring others to the department head, appropriate faculty member, or another University department when appropriate, always ensuring adequate next level support before moving the individual on.

Schedules appointments and maintains/monitors calendars.

Manages the auxiliary services of the suite, including office supplies and equipment.

Additional duties include, but are not limited to: keeping faculty informed of key dates and deadlines; maintaining individual faculty schedules and/or office hours using a variety of systems which may include Microsoft Bookings, Outlook, or other software or in hard copy format. Also may be required to provide training and support to faculty and/or students on general administrative procedures and protocol.

40% Provides comprehensive administrative support to faculty with courses, special initiatives, committee work, special projects, and scholarship. May assist faculty in the use of word processing and web-based course software and campus portals; enter student applications/information into University software and systems; and/or provide general trouble-shooting to faculty and department with a variety of applications and equipment. Orders desk copies of textbooks, and coordinates the creation and dissemination of course materials, books and packets; maintains class attendance records; distributes, and collects assignments and take-home exams electronically and in hard copy upon requests (including the creation of on-line tests and quizzes that may require limited availability, setting retrieval and posting deadlines, and facilitating auto-correct and grading features as requested).

Prepares, organizes, researches, drafts, and word processes reports, correspondence, letters, memos, and presentations. Also assists faculty with the final layout of exams, syllabi, manuscripts, course materials, and related documents, word processing materials in final form.

Provides substantial typing, formatting and editing assistance to faculty with scholarship projects. Converts documents between Microsoft Word, Adobe PDF and other desktop publishing software. May include communicating directly with publisher to ensure manuscripts comply with publishing requirements. May provide assistance with legal research projects relating to faculty scholarship as needed.

Incumbent may also assist faculty by providing limited supervision to faculty research assistants and/or teaching assistants, answering their inquiries, assisting with the completion of copy/print requests, room reservation requests to facilitate review sessions and office hours, and facilitating requests for technical, media and other support.

Develops procedures and systems to improve efficiency, creates and manages both hard copy and electronic file systems; drafts, polishes, and distributes correspondence on behalf of faculty. Maintains guidelines and/or policy manuals for each committee/event and periodically provides training to new faculty Chairs/Directors in policies and procedures relative to specific committees/programs as appropriate. May act as liaison between faculty and students and high profile or prestigious guests as needed.

Manages and maintains master calendars to include all appointments, meetings, events and travel as needed. Schedules and coordinates logistics for meetings, conference calls, seminars, and events.

Coordinates meetings, review sessions and other events for faculty by securing room reservations via the University’s internal reservation system. May involve arranging food and beverage services, drafting, editing and sending memoranda, completing computer mail merges, sending invitations, accepting replies, maintaining database files, arranging travel plans, reserving necessary equipment from University Media Services and Facilities Management. Works with a variety of University and Law personnel to arrange room setups and breakdowns, and complete internal budget forms and reports as needed. Maintains successful relations with University and Law School departments to ensure maximum quality and service. May be required to produce event marketing materials including programs and brochures, reply cards, flyers, posters and handouts and create and facilitate posting of files to the Campus Messaging System.

Obtains confidential materials including class and grade rosters and exams for faculty use. Disposes of confidential material as needed.

Assignments may change from time to time based upon workload and department need. Must successfully anticipate problems and needs and proactively determine appropriate course of action.

20% Assists department administration with a wide variety of department projects and tasks as needed, including periodically assisting with a wide range of building-related projects and assisting with the maintenance of department budgets by tracking office expenses, completing check requests, purchase orders, travel expense reports for faculty chair or Director approval. Additional tasks may include gathering data and information, creating and monitoring surveys and polls and providing relevant reports; composing and drafting documents and correspondence for presentations, course handouts, conferences, seminars, etc. and creating, maintaining and modifying and/or ensures accuracy of content in various academic program documents, displays, reports, brochures, and/or websites. May be required to coordinates domestic and international travel for faculty and guests, and student representatives as needed which includes arranging transportation, managing itineraries, coordinating hotel accommodation and facilitating requests for monetary advances and reimbursements, briefing traveler on University policy relevant to reimbursement procedures and proof of payment requirements.

20% Monitors department email account, answering inquiries and addressing requests at assigned intervals.

Serves as a member of a team assisting with the management of faculty projects in the absence of their assigned support person and/or with overflow department work. This includes but is not limited to, sorting/distributing mail, ensuring faculty work is completed and answering inquires as needed.

Will support faculty, team members, and department administration with additional duties as assigned to ensure overall department success.