Administrative Assistant MSOT - American International College - American International College

About American International College:

American International College is a private, coeducational institution of higher education located on a 88+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has approximately 2200 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.

AIC strives to create a diverse and inclusive campus community that is representative, at all job levels, of the students we serve. We are an EEO employer and we welcome applications from individuals for positions where they are underrepresented.

Job Description:

• Maintain and reconcile the fiscal year spreadsheets on the budgeted line-item expenditures for OT program (including expense accounting for travel and professional development)

• Order laboratory equipment, clinical supplies and instructional media, office supplies, generate and process purchase orders and invoices.

• Support Fieldwork coordinators in tracking student data, updating contracts and maintaining EXAAT

• Assist OT program director with various administrative program activities as needed such as, confirming rosters, student contact information, etc.

• Assist Director to track student and program data for accreditation and other annual reports

• Generate and maintain graduate applicant data for OT program

• Maintain student lists for OT program, including new, UG/GR admits, retuning, and dismissed/withdrawn students

• Provide assistance to faculty as requested (e.g. collate exams, copy course materials, etc.).

• Organize semester course offerings information received from program directors, including assigning rooms, and submit to Dean of SHS

• Assist in coordinating new student orientation and other program events (e.g. pinning ceremonies, research day) for OT and PT programs.

• Manage and maintain linens and laundry and equipment inspections for OT/PT labs

• Communicate inquiries, issues, and concerns to Dean's office as appropriate to maintain smooth operations of School of Health Sciences.

• Communicate effectively and in a professional manner at all times

• Assist in addressing inquiries and/or directing students to appropriate staff/faculty

• Maintain documentation on adjunct faculty for OT program.

Requirements:

Required Degree(s): Associate's Degree

Preferred Degree(s): Bachelor's Degree

Required Field of Expertise: 1-3 years work experience as an administrative assistant

Additional Information:

AIC reserves the right to fill this position at a level above or below the level included in this posting.

AIC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Application Instructions:

Qualified applicants should save and submit the following documents with the online application.

• Brief cover letter

• Current resume

• Contact information for three professional references (one of which must be a current or prior supervisor)

Review of applications will continue until the position has been filled.