Position Title: Administrative Assistant for Academic Affairs
Overview: From its inception, Olin College has sought a team of faculty, administrators and support staff who understand its mission and can help to develop this innovative college in Needham, MA. As with many new organizations, it is imperative to hire individuals who not only carry out their own immediate responsibilities, but who also can contribute to other offices, functions and activities outside the normal scope of a job description. In other words, we are looking for "team players" who understand and support the mission of the college.
Therefore, we will seek employees: who can handle a number of tasks simultaneously; who are hard working, flexible and adaptable; who can see the big picture and reprioritize their work accordingly; who can work unsupervised and take initiative; who will look for ways to assist other staff when appropriate; who see themselves as an important member of a spirited and dedicated team; and who conduct themselves professionally.
Summary: This role is an integral part of a team that supports the Academic Division of the College. The team works as a unit to ensure the effective delivery of the many services associated with academic operations. Responsibilities include but are not limited to administration of academic purchasing, financial administration, coordination of college services among campus offices, as well as general administrative support to the faculty. In addition to the day-to-day responsibilities, each member of the Academic Affairs Administrative Assistant team will be responsible for one of the four (4) focus areas. The focus areas are: (1) Events - fall and spring Olin Expositions; (2) Special Support for Courses (for example) - Affordable Design and Entrepreneurship, Products and Markets and Engineering for Humanity; (3) Kern Family Foundation Grant initiatives; and (4) Faculty Recruitment.
Administrative Support of Olin Faculty:
- Provide general administrative support for faculty members. In addition to duties outlined above, tasks may include distributing, collecting, and tracking class assignments and examinations; attending meetings and composing and circulating notes.
- Support faculty-sponsored student projects and competitions. Order project equipment and supplies. Process student reimbursements and review student procurement card reconciliation. Make travel arrangements for students.
- Track student employment and approve timesheets through the ADP system.
- Assist with special projects and perform other duties as assigned.
- Purchase materials and equipment for courses, projects, and research. Communicate with vendors, initiate purchase requisitions through Jenzabar or place orders online or by telephone or fax. Prepare check requests and process payments through Financial Services or with the College’s procurement card.
- Identify new vendors and establish new accounts. As appropriate, negotiate prices that are favorable to the College.
- Process purchases and reimbursements associated with grants approved by the Office of Sponsored Programs.
- Prepare travel reports, check requests, and expense transfers. On a weekly basis reconcile charges to the procurement card on the College’s online transaction system. Generate monthly report of charges by account code and faculty member. Upon request, confirm account balances for faculty.
- Act as contact for Financial Services to field questions and resolve issues related to academic transactions.
Focus Area Management
Each member of the Academic Affairs Administrative Assistant team will be responsible for one of the four (4) focus areas. The focus areas are: (1) Events - fall and spring Olin Expositions; (2) Special Support for Courses (for example) - Affordable Design and Entrepreneurship, Products and Markets and Engineering for Humanity ; (3) Kern Family Foundation Grant initiatives; and (4) Faculty Recruitment.
Administrative Support for Kern Family Foundation Grant and Related Collaboratory Activities:
- Provide administrative support for faculty members as it pertains to the Kern Family Foundation Grant initiative and the Collaboratory.
- Purchase materials and equipment for faculty presentations, workshops and research.
- Create presentation and workshop materials as needed.
- Support visiting faculty.
- Support faculty travel.
Academic Event Planning and Management:
- Act as the administrative coordinator and/or work with Administrative Assistant team on major events throughout the calendar year including fall and spring Olin Expositions. Other events include professional conferences, workshops, talks, and presentations. Maintain event expense records.
- Organize and attend planning sessions, coordinate logistical arrangements, prepare schedules and printed materials, and make catering arrangements as needed. Coordinate with Facilities and Informational Technology (IT) staff with all events and programs.
Administrative Support of Faculty Recruitment:
- Assist with activities associated with the faculty recruitment process in consultation with faculty search committee. Work with search committee to identify journals and online sites for publicizing faculty positions and submit advertisements.
- Compile and maintain electronic applicant files. Acknowledge applications and enter information in faculty search database.
- Coordinate candidate visits. Schedule interviews, arrange for travel and accommodations, reserve rooms for talks and classes, arrange for IT services, and process candidates’ reimbursements.
Specialized Support for Courses:
- Support faculty activities and course initiatives.
- Create and manage Excel spreadsheet to track revenue and expenditures and student activities.
Additional Duties as needed
- Assist SCOPE Program Manager as needed.
- Assist Collaboratory team as needed.
- HS Diploma, Associate’s degree (or higher) preferred
- 5 years minimum office experience, experience with working in higher education is a plus
- Attention to detail
- Strong organizational skills
- Must be able to manage multiple tasks concurrently
- Ability to work efficiently in a busy environment with frequent interruptions
- Must be able to work independently and as part of a team
- Excellent oral and written communication skills
- Proficiency in Internet research, electronic mail, Microsoft Office suite, Google suite, Dropbox and desktop utilities
Please send resume and cover letter to firstname.lastname@example.org. Please include your reason of your interest in working at Olin College of Engineering.
In accordance with its own values and with federal and state regulations, Franklin W. Olin College of Engineering does not discriminate in admission, programs, services or employment—including the recruitment, hiring, training and promotion of persons in all job classifications—on the basis of race, color, religion, gender, national origin, sexual orientation, age, physical or mental disability, or veteran status.
Olin College is an Equal Opportunity Employer.