Clark University is hiring: Administrative Assistant in Worcester

Clark University

Location: Worcester, MA Category: Staff and Administrators

Job Description:

The Department of English is searching for an Administrative Assistant. This is a full-time, 12 months/year, 30-40 hours/week, non-exempt position. The Administrative Assistant oversees day-to-day function of the department and reports to the Chair of the English department. This individual is the first point of contact for visitors to the unit. The Office Manager will provide administrative support to the English Department, including faculty, students, and staff.

Primary responsibilities for this position are to manage the ongoing operations of the English Department office and budgets, including course and events planning.

Specific responsibilities include, but are not limited to supporting department faculty, students, and staff by:

• Performing front-desk reception, including greeting all visitors, students, and faculty, and providing assistance.
• Answering phone calls.
• Managing budgets for the English department, including department funds.
• Assisting with full-time faculty searches and part-time hires. Managing travel, schedule and food for visiting full-time hires.
• Submitting supply orders, catering contracts, and purchase orders using SmartBuy Plus for department and faculty.
• Helping compile and distribute personnel cases, ensuring compliance with university guidelines.
• Supervising student workers. Training students on copier/scanner, front desk, and phones, and providing performance feedback.
• Assisting with preparation for department meetings and taking notes.
• Tracking and communicating department calendar.
• Facilitating communication with faculty and student majors and minors, as well as interested students and alumni. Acting as liaison for faculty and students with university offices.
• Coordinating course schedule with full-time and part-time faculty each semester, including attending course schedule meetings, and working with faculty on the schedules. Working with the Registrar's office in regard to course schedule and classroom requests and assignments.
• Inputting new courses and changes to existing courses in Acalog online system. Ensuring adherence with the English major/minor and Creative Writing minor requirements in conjunction with the university degree audit.
• Coordinating departmental events, managing financial support, reserving rooms, and ordering food from Clark Catering and local vendors. Planning logistics for campus visitors, compiling and submitting necessary tax forms to pay honoraria and collaborating with other departments on event co-sponsorship.
• Overseeing the creation and revision of department public relations material and social media.
• Overseeing the maintenance of the English department home, Anderson House.

Job Requirements:

The ideal candidate will have excellent administrative and general clerical skills, the ability to work independently, and will be able to serve a diverse population in a college setting. Excellent communication skills, both oral and written, as well as excellent organizational and decision-making skills.

Additional Information:

At Clark University we believe that diversity of experiences, perspectives, and backgrounds leads to a more innovative and productive work environment. We welcome and encourage individuals of all backgrounds to join our team and contribute their unique ideas to help us achieve our goals.

Clark University offers a generous benefit package for full and, if applicable, part-time employees that include; paid time off, generous retirement plan, group health and dental insurance, life insurance, and tuition, along with use of many campus amenities.

Equal employment opportunity, including veterans and individuals with disabilities.