Administrative Assistant II - Stonehill College

Founded by the Congregation of Holy Cross in 1948, Stonehill is a private Catholic college located just 22 miles from downtown Boston on a beautiful 384-acre campus in Easton, Massachusetts. With a student-to-faculty ratio of 13:1, the College engages its 2,500+ students in 80+ rigorous academic programs in the liberal arts, sciences, and pre-professional fields.

Faithful to the Holy Cross tradition in education, Stonehill College is committed to developing the moral, spiritual, intellectual, physical, and social competencies of its students and seeks to build and sustain a campus community that embraces diversity and inclusion in its teaching, learning, living, and working. Stonehill values a diversity of persons, opinions, and cultural and religious perspectives. In fulfillment of its motto, Lux et Spes ("Light and Hope"), the College cultivates in its students the competence to think, act, and lead with courage toward creating a more just and compassionate world.

Position Summary

The Martin Institute of Law and Society and the Department of Education Studies are seeking an experienced Administrative Assistant to support day-to-day operations and ensure the smooth functioning of these departments. This role will involve coordinating events, managing faculty and student interactions, supporting budgeting and paperwork processes, and overseeing work-study students.

Essential Duties and Responsibilities

General Office Management:

• Handle reception duties, including answering phones, responding to emails, and managing mail and deliveries.

• Manage education department information and updates, including student data, forms, and faculty directories.

Event Coordination and Support:

• Organize events, including guest speaker sessions, educational programs, and faculty and student meetings.

• Handle logistics for events, such as marketing, arranging accommodations and transportation, coordinating with catering and IT, and reserving spaces.

• Attend events to ensure smooth operations and provide on-site support.

Faculty and Student Support:

• Assist faculty in preparing for classes, managing course materials, and coordinating meetings.

• Oversee the hiring and payment of teaching assistants, supervise work-study students, and manage their schedules and timesheets.

• Support senior citizen educational programs, organizing enrichment courses, book clubs, field trips, and lunch talks each semester.

Budget and Purchasing:

• Track department expenses, process ProCard purchases, and reconcile monthly reports.

• Order office supplies for all departments and manages the inventory for educational resources and event materials.

• Coordinate payments and reimbursements for program supervisors, speakers, and event-related expenses.

Records and Documentation:

• Maintain electronic and physical files for student records, syllabi, meeting minutes, and program files.

• Update and manage information on departmental platforms, including the MyHill website, Teams, and SharePoint.

• Draft and distribute meeting minutes, announcements, and updates for faculty, staff, and students.

Special Programs and Projects:

• Assist with Model UN, honors societies, and faculty search agendas.

• Coordinate internship, practicum, and field placement processes, managing paperwork and evaluations under the guidance of the Coordinator of Field Experience.

Education and/or Experience

An Associate's Degree or equivalent from a two-year college or technical school is required.

Preferred Qualifications

• Bachelor's degree (B.A.)

• Strong organizational, communication, and interpersonal skills.

• Ability to manage multiple responsibilities in a dynamic environment.

• Proficiency with office software, including Microsoft Office and department-specific platforms (Teams, SharePoint, MyHill).

• Experience working with diverse student populations, faculty, and senior citizens.

Knowledge, Skills, and Abilities

Candidates must possess strong computer skills. Working knowledge of Microsoft Office is required. Excellent communication and interpersonal skills are required. Outstanding organizational skills and ability to multi-task handling several projects at the same time. Attention to detail and excellent follow-through. Knowledge of Banner is a plus. Highered experience preferred.

Physical Demands Work Environment Licenses/Certifications Competencies Intellectual-Technical Skills, Organization-Organizational Support, Self Management-Planning/Organizing, Self Management-Adaptability, Self Management-Initiative, Interpersonal-Customer Service, Interpersonal-Interpersonal Skills, Interpersonal-Oral Communication, Interpersonal-Written Communication, Interpersonal-Teamwork, Organization-Diversity, Organization-Ethics, Organization-Strategic Thinking, Self Management-Judgement, Self Management-Professionalism, Self Management-Attendance/Punctuality, Self Management-Dependability

Posting Detail Information

Special Instructions to Applicants