ADMINISTRATIVE ASSISTANT - QUINCY COLLEGE - Quincy College : Job Details

Job Description:

POSITION SUMMARY: Under the direction of the Capital Resources & Building Operations Manager and the General Counsel, the Administrative Assistant is primarily responsible for overseeing the function of administrative tasks, assisting the Capital Resources & Building Operations Manager. The Administrative Assistant will also serve as needed for the President and the General Counsel. Responsibilities include, but are not limited to, providing executive level reception of guests and visitors, scheduling, correspondence, monitoring the work order ticketing system, processing PO's, creating and generating organizational reports and telephone coverage. Additional responsibilities include maintaining office records, security files, organization and working with all other departments on behalf of the Capital Resources and Building Operations Manager. This position also serves as needed for the President and the General Counsel and as such requires additional skills of organization, attention to detail and multi-tasking. This individual must therefore consistently demonstrate exceptional executive level interpersonal skills and discretion as well as confidentiality.

ESSENTIAL FUNCTIONS:

* Assist the Capital Resources & Building Operations Manager with correspondence, purchase request forms, and all matters related to the Administrative Services office.

* Track and maintain agreements such as leases and certifications.

* Track and maintain work order system.

* Assist with purchasing and ordering.

* Assist with scheduling, minutes, tracking, organization, general filing and other operational tasks.

* Sort, distribute, and track all mail addressed to the Capital Resources & Building Operations Manager

* Effectively manage the Capital Resources & Building Operations Manager's calendar.

* Appropriately manage and direct the Capital Resources & Building Operations Manager's phone calls.

* Assist in scheduling Conference Rooms.

* Assist in planning, participation, and execution of major events such as Convivium and Commencement.

* Serve as initial and principal contact for meetings with the Capital Resources & Building Operations Manager

* Create and maintain the Capital Resources & Building Operations Manager's files and archives.

* Record meeting notes and minutes as needed

* Produce reports as needed.

* Assist in the college wide TEAMS organizational structure.

* Serve as support to the President and General Counsel as needed.

* Administrative tasks to include but not limited to, maintaining multiple calendars, scheduling, accepting and returning phones calls, email correspondence as well as reception.

* Complete required training:

Security Policy and Notification of Security Reporting

FERPA

Bi-Annual Ethics Training

Sexual Harassment Non-discrimination

* Assume other related duties as assigned.

Requirements:

EDUCATIONAL EXPERIENCE: Bachelor's degree required; Associate's degree with significant experience may be substituted.

EXPERIENCE REQUIREMENTS: 5-7 years' office experience. Experience within the Higher Education environment preferred but not required. Must demonstrate outstanding and professional interpersonal skills, advanced computer skills, exceptional organizational skills and extensive writing skills and an ability to effectively perform in a very fast-paced environment. Must be very flexible and available in terms of night and weekend availability.

OTHER REQUIREMENTS: Must have a valid driver's license. Must be able to perform essential functions of the position with or without reasonable accommodation.

SUPERVISORY RESPONSIBILITIES: None

TRAVEL: Occasional travel between campuses in Quincy and Plymouth campuses, as well as the Boston instructional location is required.

Additional Information:

EEO Statement:

Quincy College is an equal opportunity employer committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy. Quincy College is committed to achieving a diverse workforce and complies with all Federal and Massachusetts State laws, regulations, and executive orders regarding non-discrimination and affirmative action.

Application Instructions:

Please submit the following documents online:

* Resume

* Cover Letter