Location: Bedford, MA Category: Part-time Staff Posted On: Wed Nov 27 2019 Job Description:
Title: Part-Time Office Assistant Unit: Non-unit Dept.: STEM Location: Bedford Reports To: Dean of STEM Date: 11/27/19 AREA OF ASSIGNMENT: Henderson Hall - Bedford Campus, reporting to the Dean of STEM (Science, Technology, Engineering and Mathematics) GENERAL SUMMARY OF RESPONSIBILITIES: Assist a diverse faculty and student body in Henderson hall as needed and respond to inquiries and concerns in a problem- solving customer service mode, by assessing the nature of the inquiry or concern and determining the best method to answer an inquiry or resolve a concern. Provide administrative support for the STEM division which includes assisting faculty and staff with: preparing reports, purchasing, compiling data, processing correspondence, maintaining records and files, scheduling meetings and appointments, receiving, copying and disseminating materials. DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES: Provide administrative support for the STEM division by: - Support the daily operations of the STEM division and Henderson Hall, in an efficient and professional manner with minimal supervision while promoting the goals of the division and college.
- Creating a welcoming environment for all faculty, staff and students; responding professionally and calmly to all requests; engage in problem-solving as appropriate.
- Provide administrative support to the Dean and Assistant Dean of STEM and STEM administrative assistant, as needed.
- Generating class rosters in Banner for faculty
- Supporting special faculty projects; creating and utilizing an Access database to generate appropriate individualized correspondence on behalf of faculty;
- Assisting STEM department chairs by preparing and distributing departmental mailings; special projects as directed.
- Process and file purchase orders as needed.
- Provide information in person and via phone and email to students, faculty members, and other college staff, relating to STEM and college related matters.
- Maintain division and program materials in good order; arrange for re-supply of forms from facilities as needed; and provide routine maintenance/supplies for office equipment and order supplies as needed.
- Schedule meetings as required and coordinate with caterer, as needed.
- Support STEM administrative assistant with the coordination of the student evaluation process for Fall time STEM faculty to ensure confidentiality of process by inventorying packets, documenting faculty receipt, documenting return by students; following up to ensure all are returned; and arranging transport of completed evaluations.
- Other duties as assigned
Assist faculty and students in Henderson Hall by: - Maintaining confidentiality of sensitive or confidential information such as exams and personal contact information;
- Providing general information and general problem-solving concerning MIddlenet, Blackboard, BANNER, and other programs.
- Coordinate student evaluation process for part-time faculty based in Henderson Hall to ensure confidentiality of process by inventorying packets, documenting faculty receipt, documenting return by students; following up to ensure all are returned; and arranging transport of completed evaluations.
- Serve as building contact for distribution of notices, including college closings due to inclement weather; process and distribute mail for the building; notify faculty of uncollected mail or packages.
- Research and follow-up on requests by students or faculty
- Assign faculty mailboxes for Henderson Hall
- Responsible for submitting work orders for building maintenance and classroom needs; oversee inventory of and order office and copy room supplies for building as needed.
- Other duties as assigned
Job Requirements:
Required - At least two years of full-time, or equivalent part-time, experience in office management, office support, or business management.
- Effectively communicate both verbally and in writing including following and communicating College policy and procedures.
- Knowledgeable of and fluent with office technology and applications such as integrated student information systems, MS Office, etc.
- Excellent organizational skills including purchasing and processing skills
- Exercise discretion in handling confidential information and records.
- Establish positive public relations; interact effectively with a wide variety of individuals.
- Cultural competency with experience and/or knowledge working with people of diverse backgrounds such as socioeconomic status, sexual orientation, religion, veterans, race and ethnicity, including those with different levels of academic preparation and varying physical and learning abilities.
- Ability to work both independently and to work in a team setting.
Preferred - Associate's degree in a related field
- Bilingual skills
Additional Information:
This is a part-time non-unit position. Location: Bedford Salary: $17.25 per hour non-unit, eligible for earned paid time off in accordance with state law Hours: Averaging 18.5 hours per week (Not to exceed 974 in a fiscal year) to be scheduled Monday through Thursday, 8:30 AM-1:30 PM Starting Date: January 2020 Application Deadline: December 10, 2019 The College will not sponsor applicants for work visas. |
