Administrative Associate

Springfield; Springfield (MA); Hybrid; USD 42,000 - 60,000; Full time

Job summary

Springfield College seeks an Administrative Associate to support the PEHE and SMRT faculty, students, and both undergraduate and graduate programs. Under the Department Chair, you will coordinate meetings, provide logistical support, prepare documents in Word and Excel, maintain filing systems, and arrange staff travel.

Candidates should have a high school diploma or GED with 3–5 years of related experience; an Associate’s degree is preferred.

Qualifications

• High school diploma or GED required with 3–5 years of directly related experience.
• Associate's degree preferred.
• Strong customer service and ability to work with diverse stakeholders.
• Advanced knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, Word).
• Experience with budget reporting and office filing systems is desirable.

Responsibilities

• Provide support to the Department Chair and faculty, including scheduling meetings and logistical support.
• Prepare correspondence, reports, and forms using Word and Excel; maintain filing systems.
• Oversee document processing for signatures/approvals and arrange staff travel as needed.
• Serve as first point of contact for visitors and staff, handling inquiries and directing to appropriate colleagues.
• Coordinate department calendars, take minutes, and liaise with other departments on operational tasks.
• Maintain department budget, process purchase orders, reimbursements, and subscriptions.
• Assist with student postings, hiring processes, timecards, and payroll as required.

Skills

Strong customer service

Organizational skills

Communication

Team collaboration

Education

High school diploma or GED

Associate's degree preferred

Tools

Microsoft Office Suite

Excel

Word

PowerPoint

Outlook

Google Docs

Calendar management

Job description

Under supervision of the Department Chair this position has primary responsibility for the performance of clerical/administrative activities and coordination of department activities and events. The administrative associate will provide comprehensive support for PEHE and SMRT faculty, current and prospective students, and the undergraduate and graduate programs. A number of responsibilities connected to PEHE/SMRT faculty, courses, current students, incoming students, and prospective students would be tasked to this individual across the year. This position will perform a variety of administrative and staff support duties for the department chair and faculty with limited supervision. Employee will require a range of computer and interpersonal skills and a knowledge of office procedures. Assist and direct visitors, and resolve administrative problems and inquiries; compose, edit, and proofread correspondence and reports, answer telephones and prepare a range of administrative documents. Employee must be able to handle sensitive and confidential material.

Actual salaries will vary depending on multiple factors, including but not limited to degrees attained, experience, and other considerations permitted by law. Comprehensive compensation details, including any additional benefits, will be communicated upon finalization of the employment offer.

• Provide necessary support to the Department Chair and faculty including scheduling meetings, logistical support for meetings, utilizing Word for correspondence and reports, utilizing Excel for budget reports and/or analysis, maintain the filing system, and utilization of College software to procure information. Oversee the processing of documents for signature/approval. Make travel arrangements for staff as needed.
• Serve as first point of contact of the office for visitors, students, employees. Provide administrative/secretarial support for the department head and staff such as answering telephones, typing correspondence, memos, letters, reports, etc., sorts, screens, reviews, and distributes incoming and outgoing mail, faxing, scanning, photocopying, and resolving and/or referring a range of administrative problems and inquiries. Assess inquiries directed to the department and staff, determines the appropriate course of action, and delegates to the appropriate individual to manage.
• Coordinate meetings and appointments, maintain department calendar. Take meeting minutes as requested. Prepare purchase orders, check requests, reimbursements and key requests. Order office supplies, name badges and business cards for the department. Put in work orders for Facility and IT requests. Coordinate and perform a range of staff and/or operational support activities for the department; serves as a liaison with other departments.
• Maintain and update department budget, monitoring and recording expenditures and balances. Prepare purchase orders, check requests, and reimbursements. Order and maintain record of subscriptions, budgets, and office supplies.
• Responsible for student job posting, coordinating the on-line hiring process, managing timecards and payroll, facilitating, and student evaluations.

High school diploma or GED required with 3-5 years of directly related experience. Associate's degree preferred.

• Strong customer service skills to work collaboratively with internal and external constituents at all levels.
• Ability to work in a high paced busy environment during busy times.
• Ability to maintain confidential and sensitive information.
• Organizational skills necessary.
• Advanced knowledge of Microsoft Office Suite, (Excel, Outlook, PowerPoint, Word), CX, Google docs and calendar.
• Intermediate knowledge of website content updates

Occasional evening, holiday, or weekend work may be required to meet the needs and events of the department.