Administrative Associate

Springfield College; Springfield (MA); On-site; USD 42,000 - 56,000; Full time

Job summary

Springfield College is seeking an Administrative Associate to support the PEHE and SMRT departments. Under the supervision of the Department Chair, you will coordinate department activities, assist faculty, students, and prospective students, and prepare official documents.

You will manage calendars, meetings, travel, and budget tasks while handling confidential information with discretion. Strong MS Office skills and excellent communication are required to succeed in this busy environment.

Qualifications

• 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.

Responsibilities

• Provide support to the Department Chair and faculty including scheduling meetings and logistic support.
• Utilize Word for correspondence and reports and Excel for budget reports/analysis; maintain filing system.
• Oversee document processing for signature/approval; arrange travel for staff as needed.
• Serve as first point of contact for visitors; provide administrative/secretarial support for department head and staff.
• Coordinate meetings and appointments; maintain department calendar; take meeting minutes as requested.
• Prepare purchase orders, check requests, reimbursements and key requests; order office supplies and business cards.
• Maintain and update department budget; monitor expenditures and balances; manage subscriptions.
• Coordinate student job postings, online hiring process, timecards and payroll, and student evaluations.

Skills

Customer service

Organizational skills

Confidentiality

Time management

Communication skills

Education

High school diploma or GED

Associate's degree preferred

Tools

Microsoft Office Suite

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Google Docs

Calendar

CX

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.

• 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.