Administrative Assistant, Senior

Meharry Medical College; Lexington (MA); On-site; USD 45,000 - 60,000; Full time

Job summary

Meharry Medical College in Lexington, MA seeks an Administrative Assistant to coordinate office activities and manage workflow within the department. The role supports the Academic Dean, handles inquiries, and edits letters and emails including letters of recommendation and enrollment verification.

The position also assists with ExamSoft exams, faculty surveys, class schedules, accreditation data, and meeting materials. Strong MS 365 skills and confidentiality are essential.

Qualifications

• Bachelor’s degree from an accredited college or university.
• Minimum of two (2) years of related experience in an administrative assistant or similar role.

Responsibilities

• Serve as the primary point of contact for the department, handling phone calls, emails, and visitor inquiries
• Manages the Academic Dean’s calendar
• Composes/edits academic letters and emails, including letters of recommendation, good academic standing, enrollment verification, etc.
• Assists with development and proctoring of ExamSoft exams
• Assists with providing training for utilization of key Academic Affairs software applications
• Assists with creation and dissemination of course and instructor surveys
• Assists with development of class schedules
• Assists with gathering accreditation information
• Prepares meeting materials and take minutes
• Assists with processing graduation clearance
• Orders office supplies and maintain organization of supply room
• Orders student study/learning resources
• Assists with sign-in for student events
• Manages student time off
• Creates SOPs for office-related duties.
• Performs other related duties as assigned.

Skills

Organizational skills

Multitasking

Confidentiality

Verbal & Written Comm

Editing skills

Calendar management

Microsoft 365

Education

Bachelor’s degree

Tools

Microsoft 365

ExamSoft

Blackboard

Workday

Simple Syllabus

Job description

Position Summary:

Coordinates and manages office activities and workflow processes to ensure smooth efficient operations within the department. Performs administrative support duties and makes work related decisions in accordance with existing policies and procedures.

Essential Functions (Principal Duties and Job Responsibilities):

• Serve as the primary point of contact for the department, handling phone calls, emails, and visitor inquiries
• Manages the Academic Dean’s calendar
• Composes/edits academic letters and emails, including but not limited to letters of recommendation, good academic standing, enrollment verification, etc.
• Assists with development and proctoring of ExamSoft exams
• Assists with providing training for utilization of key Academic Affairs software applications
• Assists with creation and dissemination of course and instructor surveys
• Assists with development of class schedules
• Assists with gathering accreditation information
• Prepares meeting materials and take minutes
• Assists with processing graduation clearance
• Orders office supplies and maintain organization of supply room
• Orders student study/learning resources
• Assists with sign-in for student events
• Manages student time off
• Creates SOPs for office-related duties.
• Performs other related duties as assigned.

Knowledge, Skills and Abilities Required:

• Organizational skills to work with changing priorities and continuous workload
• Ability to manage multiple projects and designated office functions
• Ability to handle confidential and highly sensitive information
• Excellent verbal and written communication skills
• Strong composition and editing skills
• Knowledge of office procedures and proficiency in Microsoft 365
• Demonstrated knowledge of various virtual meeting platforms
• Ability to answer phone calls and direct them appropriately
• Ability to manage multiple outlook calendars

Knowledge, Skills, Abilities Preferred:

• Working knowledge of Workday, Blackboard, ExamSoft, and Simple Syllabus
• Comprehensive knowledge of School of Dentistry’s academic policies and procedures
• Ability to maintain filing and record keeping systems

Education and Experience Required:

• Bachelor’s degree from an accredited college or university.
• Minimum of two (2) years of related experience in an increasingly responsible capacity as an administrative assistant or similar role

Education and Experience Preferred:

• Minimum of three (3) years of related experience in an increasingly responsible capacity as an administrative assistant or similar role in a school setting with adult learners