Administrative Assistant -- School Of Health And Natural Sciences - Bay Path University

Job Description:

Position Code: AAEHHS

Job Type: Full-time, Non-exempt

Schedule: Monday through Friday, 8:30 am to 5:00 pm, some evenings and weekends as needed.

Position Location: East Longmeadow, MA

JOB SUMMARY:

The Administrative Assistant is responsible for assisting the in development of administrative infrastructure and support for the Genetic Counseling (GC), Healthcare Management (HCM), Nursing, and Graduate Psychology Programs operations. The Administrative Assistant will assist to organize data for analysis, accreditation requirements, and support the Program Directors, faculty, and students with the daily operations of the these programs.

In addition, the Administrative Assistant will support and provide administrative and general office support as well as varied technology support (primarily in software applications, maintain databases, etc.) to the new graduate programs in the School of Health and Natural Sciences.

ESSENTIAL JOB FUNCTIONS:

• Assist with record keeping and required documentation and reporting at all levels.

• Set up and maintain confidential files and records to meet accreditation or approval standards dealing with student's scope of activity, curriculum compliance request for extensions, evaluations, and grades.

• Complete required administrative documentation, including workload forms, overload requests, P forms, etc.

• Oversee all adjunct letters and correspondence and be responsible for entering into the system and monitoring adjunct case load.

• Manage department budgets and requisitions, especially tracking annual financial obligations, and making necessary budget transfers.

• Assist in the preparation and revision of handbooks and self-studies or required reports for various accreditations or approvals.

• Prepare final copies of departmental correspondence (including use of mail merge function) and prepare standard forms.

• Maintain computerized databases for departments as needed in order to prepare required reports.

• Process and send purchase orders, expense vouchers, supply requests and organizational memberships; make arrangements for conferences, including registration/travel/hotel.

• Provide annual budget preparation, management and modification support.

• Coordinate professional advisory committee meetings and other meetings with external constituencies: make room reservations, type and prepare letters, information packets and oversee other details.

• Assist with hiring process for work study students.

• Provide direct administrative support for the programs including answering phones, scheduling appointments and meetings, managing correspondence, booking meeting rooms, and organizing calendars.

• Receive telephone calls, take and deliver messages and return calls as requested; initiate/receive faxes as requested.

• Receive, transmit and disseminate mail, including confidential information.

• Photocopy confidential documents and exams, as needed.

• Collect and organize syllabi, final exams and office hours for full-time faculty within all programs.

• Shred student exams and confidential documents.

• Provide general office support to the programs.

• Coordinate semester schedules and room schedules.

• Coordinate all office activities including equipment maintenance and office supplies.

• Create, manage and maintain technology inventory; manage technology procurement process.

• Disseminate information to administration, faculty, students, and key constituents related to existing programs and the development of new programs.

• Assist in the organization of marketing and admissions events to promote programs.

• Prepare agendas & collect meeting notes, as well as reports or supporting documentation.

• Assist in meeting preparation, such as food service or technology.

• Attend trainings and meetings as required, on and off-campus.

• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

• Work Study

Requirements:

• Associate's degree required; Bachelor's degree preferred.

• Minimum of 3 years' experience with administrative support, preferably in higher-education setting.

• Excellent organizational skills, high level of initiative, attention to detail, oral/written communication skills.

• Strong interpersonal skills with demonstrated ability to work effectively with wide variety of internal and external constituents.

• Familiarity with budget management and expense tracking.

• Strong problem identification/solving skills.

• Ability to function with minimal supervision and prioritize work accordingly.

• Excellent customer service skills.

• Assist in maintaining multiple departmental budgets, purchasing equipment.

• Excellent customer service skills to respond to diverse community.

• Ability to relate well to external constituencies, including but not limited to, advisory board members, nonprofit and other community leaders.

• Outstanding computer skills, including word processing, spreadsheet software and database maintenance using Microsoft Word, Excel, PowerPoint, and other software.

• Ability to multitask in a complex and ever-changing environment.

• Ability to prioritize multiple tasks and anticipate departmental needs and adhere to deadlines.

• Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.

• Valid U.S. driver's license required.

• Must successfully pass the online safe Driving Course (within 15 days of hire) and driving record check at time of hire and annually thereafter.

• Saturdays required as necessary and willingness to work flexible and extended schedule including weekends and evenings when necessary.

• Should be committed to a culture of diversity, equity, respect and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones' own.

• Ability to adhere to University policies and procedures.

• All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.

• General knowledge of the University's mission, purpose and goals and the role this position plays in achieving those goals.

• Must adhere to University COVID-19 testing, symptom tracking and all other COVID protocols established by the University.

Additional Information:

Commitment to Diversity, Equity, and Inclusion

Bay Path University is a diverse community devoted to proactively nurturing a campus-wide culture that promotes and ensures equity, respect, inclusion and safety for all members regardless of race, color, national origin, age, gender, religion, sexual orientation and gender identity, socio-economic background, or physical ability. We are one University that opens our hearts and minds to conversations, to learning and to creating a community that is welcoming of all. Regardless of position, it is expected that each employee will embrace this commitment and demonstrate an attitude of respect toward and acceptance of all members of our community.

Application Instructions:

Applicants for this position should attach a cover letter, resume / curriculum vitae, the contact information for four (4) professional, work related references and any other relevant information pertaining to this position and your candidacy. Please apply online. Faxes and emails will not be accepted.

Bay Path University is dedicated to building a culturally diverse and pluralistic faculty committed to teaching and learning in a multicultural environment and strongly encourages applications from minorities, women and all underrepresented backgrounds. An Equal Opportunity Employer, Bay Path University is committed to fostering diversity in its student body, faculty, and staff.

Bay Path University is a smoke and tobacco-free community.

All offers of employment are contingent on satisfactory background checking.

In compliance with the Americans with Disabilities Act (ADA), if you have a disability and require a reasonable accommodation to apply for a position please email us at HR@baypath.edu or call 413-565-1168.