Administrative Assistant

Job Title: Administrative Assistant

Department: Social Science Division

Reports to: Social Science Chair

Salary: Hourly – $17.53

Job Summary:

The Administrative Assistant (AA) will provide overall administrative assistance, receptionist, and clerical support to the Social Science Division (SSD). The AA will support students, faculty, and adjunct faculty for several academic programs, including Applied Behavioral Analysis, Communication Sciences and Disorders, Criminal Justice, Psychology, Sociology, and Social Work.

Supervisory Responsibilities:

Work/Study Student.

Duties/Responsibilities:.

• Provides public-facing support to students, faculty and staff.
• Creates and follows a proactive work-plan for the academic year.
• Maintains the workflow of three office suites by monitoring office machines, ordering supplies and meeting space.
• Interacts with multiple offices at Elms College and builds collaborative relationships.
• Provides administrative support in report preparation and retrieval of documents to provide faculty and staff with current and accurate data.
• Plans special events in partnership with SSD faculty and staff, including regular annual events, guest speakers, films, luncheons and educational events.
• Initiates billing and requisitions for timely payments and reimbursements.
• Maintains a comprehensive and accessible database of syllabi and related materials.
• Assesses the need for books from publishers, instructors’ resources, and orders books for the upcoming semester. Ensures that instructors have adequate materials.
• Answers phones, routes, and distributes messages in a timely manner.
• Receives deliveries; sorts and distributes incoming and outgoing mail.
• Supports the onboarding process of full-time and part-time faculty and staff.
• Supports the coordination of division meetings, advisory board meetings, student meetings, and special event meetings. Takes minutes and distributes agendas.
• Sends regular and timely communication to faculty, staff and students about meetings, classes, and other important requirements.
• Collaborates with other academic divisions to support the work of the SSD.
• Creates/edits documents in Word; creates and maintains data in Excel and PowerPoint workbooks; organizes data/information for reports, memos, and presentations as requested.
• Works occasional early morning, evening, night, weekend, and holiday hours as directed.
• Perform other related responsibilities as assigned by the SSD co-chairs.

Required Skills/Abilities:

• Ability to work with students, faculty, and staff from diverse backgrounds.
• Proficiency with Microsoft Office software (e.g. Word, Excel, PowerPoint) keyboarding skills, Google (e.g. Mail, calendar, docs, sheets, slides, drive, chat, forms, etc.) Ability to learn College systems (Ellucian, ElmsConnect, Moodle, and complete routine tasks and specialized reports.
• Ability to work as a team player as well as independently with minimal supervision. Must be dependable and adhere to College and department policies relating to punctuality, attendance, leave time and work breaks.
• Must have excellent interpersonal, written, oral, and verbal communication skills to advance effective working relationships.

• Must be able to convey information effectively to a diverse on and off-campus population.
• A high standard of accuracy and attention to detail is required in creating and maintaining data, records, and report information.

• Bilingual skills preferred.
• May require driving or travelling to locations in the local area on official College business.
• Background check will be conducted upon hire and on a routine basis thereafter.
• Valid driver’s license and good driving record required.

Education and Experience:

• Associate’s degree in secretarial/administrative services, or equivalent work experience.
• Minimum one (1) to three (3) years’ experience as an office/administrative assistant required, with preference given for similar experience in a higher education setting.

Physical Requirements:

The physical demands described here are representative of those that must be met to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable an individual to perform essential functions.

• Use of general office equipment in an office setting.
• Requires an equal amount of standing, sitting, walking, bending, stooping, reaching, and climbing multiple levels of stairs, light lifting, near vision and manual dexterity to perform essential job functions.
• Requires the ability to travel between buildings on campus with exposure to inclement weather conditions.

Elms College (also known as College of Our Lady of the Elms), a private, Catholic, co-educational liberal arts institution in Chicopee, Massachusetts, was founded in 1928 by the Sisters of St. Joseph of Springfield. The institution offers Associate’s, Bachelor’s, Master’s, and Doctor of Nursing practice degrees. Dedicated to non-discriminatory educational practices, the College aims to eliminate barriers to equal access and treatment for its community. Elms College provides rigorous academic challenges and fosters a supportive community for students to thrive. Graduates leave Elms College richer, rooted in faith, educated, compassionate, responsive to civic and social obligations, and capable of adjusting to change without compromising principle.
Elms College’s mission embodies the charism of the founders, the Sisters of St. Joseph, including embracing “the love of neighbor without distinction” and whose Catholic heritage guides our intellectual, social, educational, and community endeavors.
Elms College is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws.

Salary/Compensation: $17.53 per hour

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