Administrative Assistant

Sigma Systems, Inc.; Boston (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

Sigma Inc. in Boston, MA is seeking an Administrative Assistant to work on-site on a 4-month contract, 40 hours per week.

You will coordinate events, manage onboarding for students and faculty, schedule rooms and calendars, process travel and procurement, prepare reports, and provide general administrative support as needed.

This role requires strong organization, attention to detail, and the ability to work with diverse university teams in a campus environment.

Qualifications

• Experience coordinating events and meetings in an academic or corporate setting.
• Experience managing onboarding for students and faculty.
• Strong calendaring and room scheduling skills with attention to detail.
• Familiarity with procurement processes and university systems.
• Proven ability to provide reliable administrative support in a fast-paced environment.

Responsibilities

• Coordinate and support departmental events including Graduation Dinner, Research Day, Lunch & Learns, Guest Dinners, and Class Photo logistics.
• Manage student onboarding processes including Kit Distribution, CAGS Orientation/Research Orientation.
• Manage faculty onboarding with Faculty Packets and faculty reviews.
• Assist with academic functions such as Mock Boards, Course Scheduling, Registrar-related duties, and SLC Scheduling.
• Maintain departmental calendars and scheduling, including Room Requests and meeting coordination for Faculty, Academic Affairs, and ISSO.
• Track and approve Time Off requests for faculty.
• Support accreditation and compliance initiatives including CODA preparation and documentation.
• Facilitate the resident applicant interview process.
• Coordinate Resident Travel arrangements and hotel accommodations (including faculty hotel logistics).
• Manage procurement and inventory functions such as ordering office supplies, research supplies, scrub ordering, and name plates through university procurement systems.
• Oversee student administrative processes including SSN documentation handling, and VA Scholarship coordination.
• Prepare and distribute Dashboards and departmental reports.
• Assist faculty with drafting and processing Letters of Recommendation (LORs).
• Provide general administrative support including communication coordination, and meeting attendance as required.

Skills

Event coordination

Onboarding processes

Scheduling

Procurement

Administrative support

Job description

3702 Administrative Assistant, Boston, MA, 4-month Contract

Sigma Inc. is currently looking for an Administrative Assistant to work on-site with our team located in Boston, MA.

Schedule

100% On-site, Monday - Friday, 40 hrs per week,

Description

• Coordinate and support departmental events including Graduation Dinner, Research Day, Lunch & Learns, Guest Dinners, and Class Photo logistics
• Manage student onboarding processes including Kit Distribution, CAGS Orientation/Research Orientation
• Manage faculty on-boarding with Faculty Packets and faculty reviews
• Assist with academic functions such as Mock Boards, Course Scheduling, Registrar-related duties, and SLC Scheduling
• Maintain departmental calendars and scheduling, including Room Requests and meeting coordination for Faculty, Academic Affairs, and ISSO
• Track and approve Time Off requests for faculty
• Support accreditation and compliance initiatives including CODA preparation and documentation
• Facilitate the resident applicant interview process
• Coordinate Resident Travel arrangements and hotel accommodations (including faculty hotel logistics)
• Manage procurement and inventory functions such as ordering office supplies, research supplies, scrub ordering, and name plates through university procurement systems
• Oversee student administrative processes including SSN documentation handling, and VA Scholarship coordination
• Prepare and distribute Dashboards and departmental reports
• Assist faculty with drafting and processing Letters of Recommendation (LORs)
• Provide general administrative support including communication coordination, and meeting attendance as required
• Additional tasks as requested