Administrative Assistant, School of the Arts

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The Administrative Assistant for the School of the Arts will serve as the keeper of the School of the Arts' general calendar; including the scheduling needs for the dean and the School of the Arts staff. The AA will assist with tasks associated with scheduling meetings which can include (but are not limited to) making room reservations, ordering catering, securing needed media/AV equipment, and arranging travel and lodging. AA will partner with the SoArts Administrative Associate to the Dean to ensure the success of events. This is a general but vital supportive role in the clerical administration of the dean's office and its departments and programs. This includes attending to guests (in person and on the phone), filing, and purchasing.

ESSENTIAL JOB DUTIES

Scheduling and Workflow Management

• Oversee the Dean's workflow and manage his extensive schedule of commitments to ensure deadlines and responsibilities are met. Assemble all meetings for the School of the Arts office in line with strategic priorities.
  
• Manage office workflow to ensure it's in sync with the Dean's immediate priorities, including facilitating meeting deadlines, commitments and responsibilities. Independently facilitation required.
  
• Consult with colleagues to develop, implement, administer and refine office operations and workflow.
  
  Event Management
  
• Oversee all details of internally-facing events for students, faculty and staff. (e.g. new student orientation, assemblies, faculty development activities, student meetups, delegation visits and tours, guest speakers, employee appreciation receptions, town-hall type discussions, virtual events, and VIP visits)
  
• Execute and coordinate aspects of internal events, including: all catering and venue needs (i.e. securing venues, negotiating terms, planning seating layout, event flow); hiring/scheduling speakers, vendors; event promotion and participation (i.e. invitations, RSVPs, virtual access); event timelines, flow, and deadlines.
  
• Ensure adherence to event budgets (e.g. purchase goods, equipment and services, process vendor purchase orders and payments, budget and track expenses and credit card purchases related to guest visits and events.)
  
  Travel
  
• Oversee travel and accommodation for the Dean, Associate and/or Assistant Deans and arrange travel itineraries.
  
• Make travel and accommodation arrangements for any external event guests.
  
  Operations
  
• Manage vendor records for simple historical reference. Modify procedures for increased efficiency and record-keeping as needed.
  
• Collaborate with IT and Media Services to facilitate SoArts' technology needs
  
• Supervise student employees hired to work with the dean's office.
  
  Budget and Purchasing
  
• Review financial forms sent for approval and processing.
  
• Budget and track expense outlays for credit card purchases.
  
• Manage office supply inventory.
  
• Purchase goods, equipment, and services for the department.
  
• Process vendor purchase orders and payments.
  
• Reconcile the dean's monthly credit card purchases.
  
  Writing, Editing, and Research
  
• Write, edit and draft formal correspondence, reports, and copy.
  
• Conduct internal and external industry research and generate reports of the findings as assigned.
  
  Customer Service
  
• Professional and positive attitude and practice.
  
• Oversee the front office to ensure all internal and external customers have a professional and affable experience in person, on the phone, and via email.
  
• Represent the School with professional courtesy, discretion, and prudence.
  
• Cultivate relationships vital to initiatives and the College's reputation.
  
• Address correspondence promptly and professionally as necessary and manage follow-up action.
  
• Communicate directly with the community to clarify policy and processes.
  
• Work professionally and independently with executive administration, department staff, committee members, and others on the School's behalf.
  
• Use professional discretion and objectivity to maintain confidence in private and confidential matters, and advise others on associated protocols.
  
• Independently address issues that impact the School of the Arts or the College, consulting with the Dean, Associate/Assistant Dean and Director of Operations as needed.
  
• Investigate and research concerns addressed to the Dean and/or the School, and advise on an appropriate course of action, referral or response.
  
  QUALIFICATIONS - Qualifications are deemed required or preferred and represent what is needed to effectively perform job.
  
• A bachelor's degree, or equivalent experience
  
• Experience managing schedules for others, including planning multi-person, multi-faceted gatherings
  
• Event management experience
  
• Budget management experience
  
• Demonstrable experience working on a team, both independently and collaboratively
  
  KNOWLEDGE, SKILLS, AND ABILITIES - May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with the job.
  
• Workday, presentation tools (PowerPoint, Keynote, or Prezi), Box, Apple computers, Constant Contact, Eventbrite.
  
• Professional written and verbal communication.
  
• Solid organization and time management.
  
• Attention to detail and confidence problem-solving.
  
• Google suite (gmail, g-calendars, g-drive, g-docs), Zoom, Microsoft Excel and Word, Slack, Adobe Acrobat, Doodle polling.
  
  PHYSICAL ABILITIES - Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  
• Ability to sit or stand for long periods
  
• Ability to concentrate for long periods of time and to help keep others focused to keep convenings and events on schedule
  
  WORK ENVIRONMENT - Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.
  
• Typical office environment
  
  COMPENSATION
  
  Starting salary for this position will be between $21.05 - $25.26 annually, commensurate with experience.
  
  This position is primarily a hybrid role with mandatory days in the office as needed. The hybrid arrangement will be made upon hire. Candidates must reside within a reasonable commuting distance of the Boston campus in order to ensure operational effectiveness.
  
  Grade of Position: S-23-05NE
  
  Scheduled Weekly Hours: 36.25
  
  This position will be exclusively represented by the Service Employees International Union (SEIU), Local 888 for purposes of wages, hours and other terms and conditions of employment.
  
  In addition to a competitive salary, Emerson College is committed to the health and well-being of our employees and family members. We offer a generous benefits package to regular staff scheduled to work 20+ hours per week.
  
  Benefits include outstanding health plans with limited out-of-pocket expenses, dental plans, generous time-off programs, and a 403(b) retirement benefit with a 9% employer contribution once eligible. Additional benefits such as life and disability coverage as well as commuter offerings are available.
  
  Please refer to our benefits website for a full list of benefits and eligibility requirements.
  
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  About Us
  Emerson College is the nations only four-year institution dedicated exclusively to majors in communication and the arts in a liberal arts context. Its main campus is located in the center of the dynamic multicultural city of Boston, in close proximity to major publishing houses, arts institutions, and research centers. The college also has campuses in Los Angeles and the Netherlands. Emerson College enrolls over 4,300 graduate and undergraduate students from more than 70 countries and all 50 states.
  
  Diversity Statement
  Emerson College believes diversity enriches the educational experience by providing students with the opportunity to learn from individuals who may have different backgrounds, experiences, and perspectives. Engagement with diversity in the curriculum, in our co-curricular offerings, and all other aspects of the College enhances the personal and intellectual growth of all members of our campus community. Emerson is committed to strengthening communities, including our workplace, by fostering the development of the intercultural competencies necessary for meaningful citizenship in an increasingly complex, pluralistic society. Emerson College does not discriminate on the basis of sex/gender in its educational programs or activities. Emerson has designated the Associate Vice President, Title IX, and Clery Coordinator to respond to inquiries regarding the College Sexual Misconduct Policy. The Title IX Coordinator may be reached at 8 Park Plaza, Transportation Bldg, Room 230 Boston, MA 02116; Telephone: 617-824-8999; email: titleix@emerson.edu
  
  Annual Clery Report
  In accordance with the federal Clery and Campus SaVE Acts, Emerson College commits to providing all current and prospective students and employees with access to the annual campus security reports for each of our campuses. This report may be accessed from the Emerson College Police Department website.
  
  Grade Ranges
  Information on Emerson College staff grade rangejeid-9dd0edff1dc6b4428d8a42cfdce0a8d1