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Senior Administrative Assistant - Milton Massachusetts
Company: Curry College
Location: Milton, Massachusetts
Posted On: 11/17/2024
Senior Administrative Assistant
Under the direction of the Director of PAL, the Senior Administrative Assistant is responsible for coordinating overall office support functions for PAL. This role encompasses supporting prospective student recruitment and enrollment activities, assisting faculty members, interacting with various administrative offices to process expenditures, revenue, and purchases, and performing other clerical duties. Additionally, the Senior Administrative Assistant will oversee the Student Ambassador Program, including conducting weekly meetings, facilitating the ambassadors' tasks, processing HR paperwork, approving timecards, and evaluating the program to drive continuous improvement. This role also involves collaborating with PAL Admission, Outreach, and Assistive Technology Coordinators, managing campus tours, organizing events, and leading social media marketing efforts to support PAL's enrollment and retention objectives.
Essential Functions:
1. Front Desk Communications:
- Respond to and direct telephone and email inquiries;
- Assist visitors, prospective students and their families;
- Train student workers on Front Desk Communications as necessary.
2. Budget Oversight:
- Process and track departmental expenditures, requisitions, purchases.
3. Student Enrollment Support:
- Manage and update the PAL Master List of student enrollments, pre-registration and registration;
- Process Private Tutorial enrollments, registrations, and payments;
- Maintain security and update confidential departmental and student files;
- Manage alumni requests for documentation and verification of disability paperwork;
- Assist with registering PAL students for courses each semester.
4. Summer PAL:
- Track and coordinate student communications, applications, registration materials, and travel arrangements, and medical documentation within PAL and across College;
- Manage student program communication using email and information management systems;
- Process and register student enrollments in courses, sections, and programs;
- Assist the Summer PAL Coordinator with logistics booking field trips;
- Support Program Coordinator as necessary.
5. Daily Operations Support:
- Support Director with administrative support for the daily operations as necessary;
- Arrange supporting logistics for departmental events, including catering, deliveries, printing flyers, etc.;
- Monitor and order departmental office and computing supplies;
- Maintain office files, copier machine, printers and other office equipment;
- Assists with mail;
- Manage and track departmental procedural lists, such as phones, office locations, faculty status, etc.;
- Submit work orders to Buildings & Grounds for any facility maintenance and building request matters;
- Maintain student lounge (opening doors, putting furniture back, stocking supply cart for students);
- Restocking coffee stations in upper lobby and faculty rooms when needed.
6. Student Ambassador Oversight:
- Oversee the Student Ambassador Program, including conducting weekly meetings, facilitating tasks, processing HR paperwork, approving timecards, and evaluating the program for continuous improvement;
- Collaborate with PAL Admission, Outreach, and Assistive Technology Coordinators;
- Manage student ambassadors' involvement in campus tours, event organization, and social media marketing;
- Support ambassadors in contacting prospective students, creating virtual PAL tours, hosting Q&A sessions, and maintaining communication with newly admitted students;
- Ensure ambassadors actively participate in campus events and contribute to PAL's retention efforts through social media engagement, social events, and peer tutoring sessions.
Additional Functions:
- Provide coverage support for the AT Center, and PAL Assistant Admissions Coordinator, as necessary;
- Respect and maintain confidentiality, parameters of operation, professional protocols, and individual privacy;
- Perform other related duties as assigned by the Department Chair.
Essential Characteristics:
Successful performance of this position demands consistent demonstration of the following uncompromised performance characteristics:
- Leadership and Initiative: Exhibits a high degree of initiative for bringing tasks to successful completion and achieving stated goals. Demonstrates effective supervisory skills, including the ability to guide, motivate, and evaluate student ambassadors.
- Communication: Expresses oneself clearly, purposefully, and effectively in both written and verbal contexts. Possesses excellent organizational and time management skills to achieve optimal results and ensure clear communication across all levels of the organization.
- Interpersonal Skills: Demonstrates positive attitudes and actions through courtesy, congeniality, cooperation, sensitivity, and professionalism when dealing with a variety of individuals. Capable of providing constructive feedback and support to team members.
- Independent Functioning: Ability to function independently with a high attention to detail, work under pressure, and prioritize multiple projects effectively.
- Supervisory Acumen: Exhibits strong supervisory skills, including the ability to oversee and coordinate the activities of others, provide guidance and support, manage performance, and facilitate professional development for team members.
Minimum Qualifications:
- Bachelor Degree Required
- A minimum of five to seven years of office administration experience, including proven supervisory experience.
- Must have good verbal and written communication skills, strong organizational skills, excellent customer service and interpersonal skills to effectively deal with a variety of individuals.
- Demonstrable computing skills and efficiency utilizing complex computing applications on the systems and programs of College's choice; currently by way of example, Microsoft Office Suite.
- Ability to follow-up, follow-through, multi-task, set priorities and adhere to deadlines.
Preferred Qualifications:
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