Administrative Coordinator for the School of He...

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:

• Coordinate Dean's schedule and make appointments.
• Create, organize, and maintain electronic files for all forms and documents generated, completed, reviewed by Dean's office, including but not limited to: student forms/letters, HR forms, academic forms/petitions, budget-related documents, adjunct spreadsheets, faculty C.V.s, etc.
• Assist in reviewing bimonthly and monthly budget reports for all programs in SHS, monitor balances, and prepare relevant budget documents for Dean's review. Assist in maintaining student lists including active and dismissed/withdrawn students; assign faculty advisors and update registrar and other offices as needed.
• Responds to inquiries, issues, and concerns raised by students, staff, faculty within and outside the School of Health Sciences through active listening, gathering information, offering suggestions/solutions as appropriate, and advising Dean of issues as needed to maintain effective operations of the Dean's office and SHS.
• Assist program director for PCH/EXS and faculty with administrative tasks as directed including confirming rosters, student contact information.
• Effectively and efficiently communicates with other offices and personnel within and outside the School of Health Sciences on behalf of the Dean's office.
• Assist in maintaining student lists including active and dismissed/withdrawn students for Exercise Science and Public Health; assign faculty advisors and update registrar and other offices as needed.
• Assist program director in collection student internship requirements as needed (e.g. verification of flu vaccine, CPR, Certiphi, CORI) and other documentation required by internship sites for approximately 60 UG 20 Grad EXS/PCH students and
• Support program director/internship coordinator for PCH/EXS with communication to internship sites
• Assist program director for PCH/EXS in communicating information about program offerings to outside agencies in order to support student recruitment
• Order and maintain supplies and arrange for equipment maintenance for Dean, Exercise Science and Public Health
• Maintain confidentiality of materials and sensitive information in accordance with college policies
• Other duties as assigned by Dean (e.g. provide assistance to program directors as needed).
• Maintain and update SHS portal pages and electronic digisign as needed.

Requirements:

• Associate's Degree in related field.
• Bachelor's Degree in related field.
• 1-3 years work experience as an administrative assistant.
• Experience working in a higher education setting.

Knowledge/Skills/Abilities:

• Experience using Microsoft Office Suite
• Excellent written and verbal communication skills
• Work collaboratively with other administrative assistants and faculty
• Commitment to student-centered mission of the School and College

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.