Administrative Assistant, History (Temporary to Permanent Opportunity)

Academic Administration Worcester, Massachusetts

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Description

This position will have responsibilities of administrative office functions which includes communicating with students, faculty, staff and administrative offices; ensure functionality of office equipment and maintain office supply inventory; communicate with each department's faculty on matters such as submission of syllabi, grades, textbook information etc; provides assistance to faculty and department chair during academic meetings. Serve as a resource to the Student Advisory Committee (SAC). Assist with faculty reviews, tenure and promotion reports; preserve confidentiality of faculty records and sensitive information (faculty evaluations, tenure reports, and other confidential documents). Oversee operating practices, recordkeeping systems, forms control, office layout, and personnel requirements. Maintain department budgets and financial recordkeeping; create and submit check requests, purchase orders, and online purchases as necessary. Assist with special projects and personnel, as appropriate to the program.
 
Day-to-Day Administrative Responsibilities of an Academic Office Administrator
  • Maintain public spaces; coordinate office moves with Physical Plant, ITS, the faculty/staff involved, and others.
  • Assist with ordering classroom, studio, lab, and other teaching materials, and provide faculty support for copying and scanning.
  • Oversee operating practices, recordkeeping systems, forms control, office layout, and personnel requirements.
  • Ensure functionality of office equipment and coordinate repairs, submit requests for building maintenance and hardware needs, and maintain office supply inventory.
  • Maintain department/program calendar.
  • Monitor College deadlines and changes in administrative procedures, and communicate them to faculty and staff.
  • Collect and distribute mail, handle outgoing mail and packages.
  • Hire, train, and supervise work-study students and other student employees, as appropriate to the program; approve student employee’s time punch, and/or report time to Payroll.
  • Assist chair or program director with hiring, processing, and coordinating of graders, TAs, FRAPs and other specialized student positions.
  • Schedule and organize meetings, special testing schedules, events; coordinate schedules; reserve meeting spaces using the Event Management System (EMS) or other appropriate software; arrange for event refreshments, communicate information, track RSVPs, and adhere to budget allowances.
  • Function as liaison with other departments/programs/offices across campus, as well as outside vendors.
  • Organize and facilitate communications for department/program meetings; make, disseminate, and file electronic meeting minutes.
  • Assist with preparation of department or program marketing and communication materials, including brochures, posters, and handouts.  Maintain department files, both digital and paper formats. Maintain confidentiality of protected and sensitive information. Monitor faculty files to ensure they are complete.
  • Acquire and update skills in Microsoft Word, Excel, Canvas, Google and other systems.
  
Course Management and Scheduling
  • Assist chair or program director with preparation, processing, and editing of course descriptions using CIM and other appropriate software.
  • Work with the Registrar's Office, department chair or program director, and faculty to organize and initiate course scheduling using STAR, CIM, CLSS, and other appropriate software.
  • Assist chair or program director with student enrollment logistics using STAR and other appropriate software. 
  
Academic Affairs
  • Coordinate logistics of faculty job searches; assist with scheduling, placing of job ads, communication, campus or online interviews, and campus visits; process reimbursements; track and respond to general candidate inquiries, application materials, and unsolicited CVs.
  • Facilitate, in conjunction with the Provost’s Office, faculty searches in Interfolio. Assist with reporting and tracking. Manage search status and archive searches. Create position files.
  • Coordinate with Provost’s Office to set up new offices, purchase start up materials, and coordinate office setup with Facilities and ITS.
  • Onboard new faculty members; train (assist) on appropriate systems and equipment, etc.
  • Assist with faculty reviews, tenure and promotion reports; preserve confidentiality of faculty records and sensitive information (faculty evaluations, tenure reports, and other confidential documents). 
  
Administer Financials
  • Maintain department/program budget and financial recordkeeping.
  • Use Chrome River, Adaptive Insights, PeopleSoft, and other appropriate software to input data, perform account reconciliation, and submit monthly expense reports.
  • Create and submit check requests, purchase orders, journal entries, and online purchases.
  • Process secure documents to be submitted to the Finance Office, such as tax forms, electronic fund transfers (EFTs), and deposits to the College.
  • Coordinate paperwork between the Controller’s Office, Budget Office, Provost’s Office, and the department/program.
  • Process contracts with the Legal Counsel and Finance Office.
  • Assist faculty with travel preparation, reimbursements, and expense reports.
  • Maintain a list of active grant lines and track their use.
  • Maintain budget files and log of expenditures, providing periodic updates to the chair/program director.
  
Support the Department Student Advisory Committee (SAC)
  • Serve as a resource to the Student Advisory Committee (SAC).
  • Assist in coordinating SAC elections, scheduling, and administration of electronic course evaluation forms (eCEF), faculty review roles, and planning events.
  • Oversee and coordinate the reviewing of eCEFs by SAC members, maintaining confidentiality and security of the forms.
Other Responsibilities 
  • Work with department or program to manage digital display screens.
  • Help with collection, filing, and dissemination of departmental data and surveys.
  • Assist the departmental/program committee.
  • Assist with special projects and personnel, as appropriate to the program
  
Department Specific Duties:
Provide specific administrative support for departmental events. Manage visits of guest speakers. Create and distribute event materials (posters and brochures) to advertise events. Prepares for dinner events - ordering catering and providing payment.  Prepares payments for guest speakers (honoraria). Arrange for travel/visa for international and domestic speakers. Support a department of 20 faculty members working across disciplines. Complex stakeholder management working across the college (provost office, registrar, etc).
 
* Kindly note that this job description is subject to revision upon the conclusion of the temporary employment period.
  
ADDITIONAL INFORMATION
         
This is a temporary to permanent opportunity and is classified as a non-exempt position. This temporary opportunity begins in January of 2025 and will continue through mid-June, 2025.  This position comes with benefits associated with hourly employees as defined here.

The College also offers a competitive benefits package including:           
  • Tuition benefits
  • Wellness programs & ongoing Training and Development opportunities
  • Generous paid time off
The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity and Affirmative Action in the workplace.   
           
To review our Employee Benefit Options, please go to: https://www.holycross.edu/human-resources/benefits

 
 
          
APPLICATION INSTRUCTIONS:
   
Please attach a cover letter addressing the position requirements along with your resume.        
     
In your cover letter please address how your work might support the College's mission as a Jesuit, undergraduate liberal arts college (see http://www.holycross.edu/mission) and its core commitment to diversity and inclusion. Please provide examples of any past work that illuminate your commitments in these areas. For more information, please visit the following website: http://holycross.edu/diversity.    
         
Review of applications will begin as received and continue until the position has been filled.     

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