Administrative Coordinator

The School of Physician Assistant Studies - Boston seeks an Administrative Assistant (AA) to provide administrative support for the department. The AA will be responsible for a wide range of responsibilities including serving as a point of contact for the department both internally and externally, assisting with operations including purchase orders, budget approvals and supporting the faculty in various administrative tasks.

* Serves as the first point of contact for the department (both internally and externally); greets visitors and callers; triage incoming calls and inquiries
* Oversee temporary employees
* Problem solve to resolve administrative or operational issues
* Manages the calendars of the program
* Record notes at staff meetings
* Prepare typed reports, memorandums, and meeting minutes
* Arrange and coordinate room, catering and other provisions for departmental meetings, events and ceremonies
* Supervise student workers
* Orient new employees (faculty and staff)
* Maintain department files and records; scan, fax and photocopy documents as necessary
* Assist in the preparation of exams and related course materials (e.g., course packs, syllabi, course evaluations)
* Proctor exams
* Prepare itineraries and assist with coordination of faculty/staff candidate interviews.
* Assist with coordination of student candidate interviews
* Manage inventory of department supplies
* Generate and track purchase orders
* Track department expenditures
* Process invoices for payment
* Assist with office mailings; sort and distribute mail
* Oversee logistics of course evaluation surveys
* Manages access to student groups in Blackboard
* Coordinates equipment maintenance
* Maintains student, faculty and financial records
* Contributes to sustaining and enhancing an inclusive working and learning environment
* Additional duties may be assigned by supervisor.

* Associates Degree, Bachelor's Degree preferred.
* Minimum of 3 years experience in a professional setting in an administrative support role preferably in an academic setting.
* Knowledge and proficiency using MS Office Programs (or any other software specific to the job). Familiarity with Blackboard or other learning management system a plus.
* Strong interpersonal skills and customer service skills
* Ability to communicate effectively and diplomatically both orally and in writing
* Ability to be reliable, punctual and efficient in job performance
* Ability to complete assigned projects in a timely and accurate manner.
* 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 receive and understand instructions and carry out those instructions
* Ability to project a positive image of the department/program/school and the University
* Project Professional appearance and demeanor
* Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment

Apply
Please attach a cover letter and a curriculum vitae/resume. Finalist candidate(s) for this position will be subject to reference checks and a pre-employment background check as a condition of employment.

MCPHS COVID-19 Policy
We care about the health and safety of our students and employees and have implemented a COVID-19 Vaccine and Testing Policy, requiring employees to be fully vaccinated and tested on a regular basis. Employees who cannot receive the vaccine because of a medical or sincerely held religious belief may request an exemption.

About Us

Established in 1823, Massachusetts College of Pharmacy and Health Sciences (MCPHS) is the oldest institution of higher education in Boston, a city that is home to many of the world's top universities and healthcare institutions. We are one of the largest and most highly-ranked schools for health- and life-sciences, and our alumni and faculty continually distinguish themselves in healthcare settings around the globe. MCPHS has more than 7000 students across campuses in Boston's Longwood Medical Area, downtown Worcester, MA and downtown Manchester, NH. Our vision is to empower our Community to create a healthier, more equitable world, which we strive to achieve through our strategic priorities of collaboration, inclusion, success, sustainability, planning, and support.

We offer competitive salaries and excellent benefits that include a substantial contribution toward the cost of medical, vision, and dental insurance, generous time off, retirement and pension plans, and flexible work arrangements to support work/life balance for our employees while advancing the MCPHS strategic plan.

MCPHS is an equal opportunity employer that celebrates a diverse community. We seek to recruit, develop and retain the most talented people from a diverse candidate pool. All qualified applicants will receive consideration for employment without regard to any characteristic protected by law