Administrative Assistant - job 1 of 2

The School of Nursing seeks an Administrative Assistant to provide administrative support for the School of Nursing and is responsible for a broad scope of administrative support activities, which may include any of the following, as well as related tasks:

• Serve as the first point of contact for the department; greet visitors and callers; triage incoming calls and inquiries
• Manage the calendars of an Campus Associate Dean and faculty or a department head and staff
• Develop and maintain Excel spreadsheets
• Manage databases; enter data; produce reports and charts
• Prepare typed reports, memoranda and meeting minutes
• Record notes at departmental meetings
• Arrange and coordinate room, catering, parking requests, and other provisions for departmental meetings, events and ceremonies
• Supervise student workers
• Maintain department files and records; scan, fax and photocopy documents
• Assist in the preparation of exams and related course materials (e.g., course packs, syllabi, course evaluations)
• Assist in the distribution of teaching and administrative materials to faculty
• Prepare itineraries and assist with coordination of faculty/staff candidate interviews.
• Make business travel arrangements for faculty or staff
• Manage inventory of department supplies; generate and track purchase orders
• Process invoices for payment; track department expenditures
• Assist with office mailings; sort and distribute mail

Additional responsibilities may be assigned by the supervisor

Required:

• A minimum of a high school diploma and two years of experience in an administrative support position in a professional setting
• Strong interpersonal skills and customer service skills
• Strong organizational skills and attention to detail; ability to ensure accuracy of work
• Ability to be reliable, punctual and efficient in job performance
• Ability to understand vague and implicit instructions and to follow these instructions
• Ability to work in a fast-paced environment, and to prioritize tasks and meet deadlines
• Ability to manage confidential materials and maintain confidentiality when working on specific tasks or projects
• Ability to promote an environment conducive to respect and accountability at all times
• Ability to accept and use constructive feedback from colleagues and supervisors
• Ability to exercise appropriate chain of command when needing to address issues/concerns
• Professional appearance and demeanor
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment

Desired:

• A bachelor's degree or equivalent experience
• Evidence of success in a customer service role
• Prior experience in a health care or academic setting

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.

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

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled