Office Manager/Senior Program Assistant - Colleges of Fenway
Location: Boston, Massachusetts
Internal Number: 8249
Colleges of the Fenway (COF) is a collaborative effort of five neighboring Boston-based colleges in the Longwood Medical and Academic area. This collaboration was created to add value to student academic and social life while seeking innovative methods of investing in new services and containing the costs of higher education.COF is looking for an Office Manager/Senior Program Assistant to oversee COF?s central office while providing administrative support for the Executive Director, Director of Programs and Communications, and Director of Academic and Professional Development. The Office Manager/Senior Program Assistant will organize and coordinate office administration and procedures to ensure organizational effectiveness and efficiency, work with external vendor for accounting and HR services, and supervise assigned interns and student employees. Notable Responsibilities:Administrative?Develop working relationships with executive administrators including the Presidents? offices and senior leaders at member colleges. Build and maintain connections that support the success of the collaboration.?Responsible for recruiting student staff for the office. ?Coordinate orientation and training of all new employees.?Manage onboarding and office set-ups, including purchasing and deployment of technology.?Maintain corporate records/files and oversee electronic and hard copy filing systems.?Supervise central office student employees, including payroll.?Receive, screen, and direct telephone calls as needed.?Act as first point of contact for office, greet visitors, solicit and provide information, and refer to appropriate staff members.?Manage administration for shared grant seeking subscription service on the campuses. Research grant opportunities for COF and provide support with grant writing and reporting, as needed.?Assist with data collection and research for committees and projects.?Coordinate annual audit preparation.?Provide administrative support to other COF staff as needed.?Perform other duties and projects as assigned. Event and Meeting Coordination?Handle all aspects of meeting scheduling for Executive Director. Provide scheduling support to the Director of Programs and Communication and Director of Academic Programs and Professional Development, including preparation of meeting materials.?Coordinate logistics (marketing, registrations, catering, venue reservations, etc.) for all conferences and meetings sponsored by COF, engaging Collaborative Business Services Assistant as needed.?Serve as the COF liaison for the COF Admissions sub-committee responsible for planning and implementing counselor tours, high school tours and other sub-committees as assigned.Communications ?Manage electronic and written correspondence including drafting, proofreading, editing, and distribution. ?Provide administrative support for all communications and marketing efforts.?Monitor requests for electronic promotions from members and external contacts; website, social media, news blasts. ?Present COF info sessions to visitors, and both student and employee orientations on the member campuses. ?Work occasional evening/weekend college open houses and other events.Accounting?Work with Collaborative Business Services Assistant and accounting vendor to assist with accounts payable, accounts receivable, and reconciliation of corporate credit card account.?Reconcile administrative operating budget for COF. Education and Experience?Bachelor?s degree. ?Minimum four years? office administration experience preferably in higher education or non-profit environment. ?Proficiency with computer applications, including Microsoft Office 365 (Outlook, Word, Excel, PowerPoint) and WordPress. Adobe Suite knowledge a plus.Knowledge and Skills?Proven office management and administrative assistant experience.?Knowledge of office management responsibilities, systems and procedures.?Excellent time management skills and ability to multi-task and prioritize work.?Ability to manage and direct workflow in a fast-paced, detail-oriented environment.?Strong written and oral communication skills.?Excellent organizational, multi-tasking logistical, problem-solving and interpersonal skills.?Ability and willingness to maintain the highest level of confidentiality.?Project Management and event planning experience.COF is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our staff and member institutions. Candidates with diverse backgrounds and experiences are encouraged to apply.A criminal background investigation is required for the hired candidate and results may impact employment. Relocation assistance not available. Principals only please.
The five educational institutions that make up Colleges of the Fenway view diversity as a key component in the growth of our students' educational experience as well as our ongoing journey as professionals charged with maintaining the world class status of our institutions. By drawing from a wide cultural palette, we ensure that we have access to the full range of talent available. Through our respect for the vast array of backgrounds we create an environment that will help that talent grow. It is within an environment of respect that we are able to build and work toward our goals. Our goal is to create an atmosphere that values mutual respect. All Colleges of the Fenway members have policies and practices designed to safeguard our healthy environment as well as provide the support and access needed to do so. The Colleges of the Fenway are located in the heart of Bostons academic, scientific and cultural communities and is within walking distance from landmarks such as the Museum of Fine Arts, Fenway Park, Symphony Hall and world renowned medical institutions. Jobs at Emmanuel College: http://emmanuel.edu/About_Emmanuel/Employment.htmlJobs at Massachusetts College of Art and Design...: http://www.massart.edu/About_MassArt/Careers.htmlJobs at Massachusetts College of Pharmacy and Health Sciences: http://www.mcphs.edu/about-mcphs/careers-at-mcphsJobs at Simmons College: http://simmons.edu/overview/about/jobs/Jobs at Wentworth Institute of Technology: https://jobs.wit.edu/