The Executive Assistant provides specialized administrative support to the Office of the Provost and assists with complex details and advanced administrative responsibilities.Responsibilities:Responsibilities may include the following: Serves as the initial contact person and first line of communication for the Office of the Provost. Provides advanced administrative support for the Office of the Provost and Academic Affairs Triages all communication, contacts, and correspondence with the Office, making independent judgments about which matters to handle independently or refer for appropriate resolution Responsible for managing the administrative support functions for the Office, including organization of office environment, coordination of workflow, communications with other offices, and management of the Provost's calendar, including appointments and travel schedule Oversees and provides primary oversight of the Office budget, including tracking purchase orders; ordering and maintaining office supply inventory; approving purchase requisitions and orders; ensuring office equipment is maintained; managing petty cash Responsible for initiating all check requests, travel arrangements, travel reimbursement requests for the Office Responsible for overseeing and coordinating the development and distribution of agendas for meetings convened or led by the Office (e.g., Academic Council, Board of Trustees Education Committee, general faculty meetings records and maintains minutes Responsible for preparation of meeting minutes and other documents such as student academic standing letters, faculty contracts, and a portion of the annual School report Ensures efficient and effective communication with and among constituencies of the Office and of Academic Affairs, which may include faculty, other administrators, students, staff, visitors, and callers Responsible for managing and maintaining the Academic Affairs website to ensure accuracy, currency, and completeness Responsible for maintaining confidential files, assuring that contents are current and complete May provide Notary Public service to students, faculty and staff Responsible for providing assistance in orienting new faculty or staff to the organization, e.g., providing assistance to adjunct faculty with account set-up, ID requests, payroll forms and authorization, office assignments, and office keys Coordinate annual activities such as teaching excellence awards, faculty promotion and provisional status reviews, and other such activities as directed Responsible for the preparation of itineraries, room reservations, and assisting with coordination of candidate interviews for search committees Responsible for arranging and coordinating rooms, catering, and other provisions for school, office division or department?s functions, including university-wide committees and task forces. May supervise an Administrative Coordinator(s) and/ or Administrative Assistant(s), assigning tasks, delegating responsibilities, and following through to assure work is completed in a timely manner. Supervision includes providing ongoing feedback on performance and responsibility for the annual performance appraisal for the subordinate(s) May supervise work-study students relative to scheduling, work assignments, and documentation of time workedAdditional responsibilities may be assigned by the supervisor.Qualifications:Required: A bachelor?s degree, or a high school diploma and a minimum of five years of relevant work experience Proficiency in the use of MS Office applications, including Outlook, and general office equipment Strong interpersonal skills and customer service skills Ability to communicate effectively and diplomatically both orally and in writing with employees at all levels within the institution Ability to be reliable, punctual and efficient in job performance Ability to maintain confidentiality regarding discussions, documents, records, personnel files and student files Strong organizational skills; ability to prioritize and to multi-task Ability to be detail-oriented and to work with a high degree of accuracy Willingness to learn and continually improve performance Ability to work independently without close supervision and to demonstrate initiative Ability to work effectively in a collaborative and cooperative environment Ability to delegate and assign duties and tasks, and to follow through to ensure work is completed in a timely manner Ability to promote an environment conducive to respect and accountability at all times Ability to project a positive image of the department/program/school and the University. Professional appearance and demeanorMCPHS offers a competitive salary and excellent benefits that includes a substantial contribution toward the cost of medical and dental insurance, generous time off benefits, and a significant pension plan contribution. To learn more about our total rewards, please visit MCPHS Total Rewards.To apply, please visit www.mcphs.edu/careers. Attach a cover letter and a resume. No phone calls, please. Principals only. No relocation available. Finalist candidate(s) for this position will be subject to a pre-employment background check as a condition of employment. MCPHS University is an equal opportunity employer. Applicants who would enrich the University?s diversity are encouraged to apply.About UsMCPHS University, an innovator in health and professional education, is setting the pace in the health science fields. MCPHS has more than 7000 students across campuses in Boston?s Longwood Medical Area, downtown Worcester, MA and downtown Manchester, NH. Here, we are preparing future generations of global leaders and promoting systems to improve the health of the public. In the midst of implementing an ambitious strategic plan that will bring us to our 200th anniversary in 2023, MCPHS offers meaningful work that benefits society overall, provides competitive salaries and comprehensive benefits, and fosters a sense of connectedness and collaboration among our employees. We are a fast-moving, data-driven educational institution with a strong entrepreneurial mindset. Come join us and be a part of a diverse community that is at the forefront of advancing the healthcare landscape! To learn more about working at MCPHS University, please visit Careers at MCPHS.
Internal Number: 7620
The five educational institutions that make up Colleges of the Fenway view diversity as a key component in the growth of our students' educational experience as well as our ongoing journey as professionals charged with maintaining the world class status of our institutions. By drawing from a wide cultural palette, we ensure that we have access to the full range of talent available. Through our respect for the vast array of backgrounds we create an environment that will help that talent grow. It is within an environment of respect that we are able to build and work toward our goals. Our goal is to create an atmosphere that values mutual respect. All Colleges of the Fenway members have policies and practices designed to safeguard our healthy environment as well as provide the support and access needed to do so. The Colleges of the Fenway are located in the heart of Boston?s academic, scientific and cultural communities and is within walking distance from landmarks such as the Museum of Fine Arts, Fenway Park, Symphony Hall and world renowned medical institutions. Jobs at Emmanuel College: http://emmanuel.edu/About_Emmanuel/Employment.htmlJobs at Massachusetts College of Art and Desig...n: http://www.massart.edu/About_MassArt/Careers.htmlJobs at Massachusetts College of Pharmacy and Health Sciences: http://www.mcphs.edu/about-mcphs/careers-at-mcphsJobs at Simmons College: http://simmons.edu/overview/about/jobs/Jobs at Wentworth Institute of Technology: https://jobs.wit.edu/