Dean's Office Project Coordinator - Health & Natural Sci

Bay Path; East Longmeadow, Northern (MA, KY); Hybrid; USD 32,000 - 37,000; Full time

Job summary

School of Health & Natural Sciences in East Longmeadow, MA is seeking an Administrative Assistant and Coordinator to the Dean to provide administrative, operational, and project coordination support. The role supports day-to-day operations of the Dean’s Office and the Ryan Health Center, with regular hours Monday through Friday, 8:30 a.m.

to 5:00 p.m. On-campus presence is required with occasional evening and weekend hours.

Qualifications

• Bachelor’s degree in a related field or equivalent education and experience.
• Minimum of three (3) years’ experience as an office manager, administrative assistant, or higher-level support position.
• Experience with project management and ability to use project management tools.
• Ability to handle confidential information with integrity and discretion, and within FERPA and HIPAA guidelines.
• Experience working with department budgets, purchasing process, vendors, and contracts.
• High level of initiative, organizational, and time management skills.
• Must be detail-oriented with demonstrated attention to detail.
• Excellent written and communication skills.
• Strong Microsoft Office Suite and Google Suite skills as well as working knowledge of database systems, data retrieval, and reporting.

Responsibilities

• Manage the Dean’s calendar, meetings, appointments, interviews, and School-related activities (budgets, contracts, position postings, PCO process, and Workload forms).
• Coordinate SHNS and departmental meetings, including scheduling, agendas, materials, meeting notes, and follow-up.
• Prepare correspondence, reports, presentations, summaries, and other materials for the Dean.
• Collaborate with the Assistant Dean and school program leaders as necessary or as directed by the SHNS Dean.
• Respond to and appropriately direct inquiries from students, faculty, staff, prospective students, University offices, and external partners.
• Assist with School events, recruitment activities, faculty and staff searches, onboarding, and new-hire documentation.
• Maintain accurate School and Dean’s Office records, files, calendars, and communication platforms.
• Coordinate operational needs, supplies, equipment, facilities, and related activities for the Dean’s Office and Ryan Health Science Center, as assigned.
• Coordinate and oversee the day-to-day management of supplies, equipment, and facilities for the Ryan Center, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
• Work with Business Assistants and student work study positions covering the Ryan Center's operations.
• Handle confidential and sensitive information with discretion and professionalism.

Skills

Project management

Organization

Communication

FERPA HIPAA compliance

Microsoft Office

Google Suite

Data reporting

Education

Bachelor’s degree or equivalent

Tools

Project management tools

Database systems

Microsoft Office

Google Suite

Job description

School of Health & Natural Sciences in East Longmeadow, MA is seeking an Administrative Assistant and Coordinator to the Dean to provide administrative, operational, and project coordination support. The role supports day-to-day operations of the Dean’s Office and the Ryan Health Center, with regular hours Monday through Friday, 8:30 a.m.

to 5:00 p.m. On-campus presence is required with occasional evening and weekend hours.