Coordinator and Assistant to the Dean, SMT - Bay Path University

JOB SUMMARY:

The Coordinator and Assistant to the Dean will provide direct administrative support to the Interim Dean, support the daily operations of the School of Management and Technology, and provide support to program directors and faculty as directed by the Interim Dean. The role also supports the Massachusetts Donnelly Workforce Success Grant (10%). The ideal candidate will be adept at multitasking and possess strong organizational and communication skills to effectively balance the demands of the role.

ESSENTIAL JOB FUNCTIONS:

Coordinator and Assistant to the Dean, SMT

• Coordinate and support all School of Management and Technology activities.
• Provide support to SMT Dean, Assistant Deans and Program Directors as described below:
• Maintain the Dean's calendar.
• Schedule all School meetings via a shared Google calendar (including Zoom as needed).
• Record all School meeting minutes as prescribed by accrediting body, NECHE.
• Prepare, distribute, and maintain all adjunct contracts for courses in the School for six yearly graduate sessions and for Fall/Spring undergraduate semesters.
• Track all course enrollments and process any necessary adjunct contract adjustments.
• Monitor and update workload requirements for all full-time faculty.
• Coordinate logistics and record minutes for bi-yearly meetings of the Cybersecurity Education Advisory Council, which includes professional cybersecurity community members from across the country.
• Maintain School and program budgets and assist the Dean in annual budget review.
• Manage NSA Center of Academic Excellence applications, renewals, and post-designation process for cybersecurity programs.
• Collect undergraduate and graduate course syllabi as prescribed by accrediting body, NECHE.
• Maintain computerized databases for departments as needed to prepare required reports.
• Coordinate record-keeping and required accrediting body documentation and reporting.
• Prepare revisions of handbooks and self-studies or required reports for various accreditations or approvals.
• Process financial transactions for staff and faculty at SMT.
• Prepare final copies of departmental correspondence and prepare standard forms.
• Process and send purchase orders, expense vouchers, supply requests, and organizational memberships; make arrangements for conferences, including registration/travel/hotel.
• Coordinate professional advisory committee meetings and other meetings with external constituencies: make room reservations, type and prepare letters, information packets, and oversee other details.
• Receive telephone calls, take and deliver messages, and return calls as requested; initiate/receive faxes as requested.
• Receive, transmit, and disseminate mail, including confidential information.
• Photocopy confidential documents and exams, as needed.
• Shred student exams and confidential documents.
• Draft letters and reports accurately and independently.
• Coordinate all office activities including equipment maintenance and office supplies.
• Other duties as assigned.
• Massachusetts Donnelly Workforce Success Grant (10%)
• Maintain and manage the budget for the Massachusetts Donnelly Workforce Success Grant.
• Assist in planning and executing events and meetings related to the Massachusetts Donnelly Workforce Success Grant.
• Coordinate communications with partners and stakeholders to ensure smooth collaboration.
• Maintain detailed records of activities associated with the Massachusetts Donnelly Workforce Success Grant.
• Monitor and report on the progress of workforce development initiatives funded by the grant.
• Assist in preparing materials and presentations for partnership-related and workforce development meetings.

OTHER RESPONSIBILITIES:

• Attend trainings as required.
• Perform any other duties or tasks as assigned by the University.
• If you operate a University owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual. Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status. You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including terminations.

SUPERVISORY RESPONSIBILITIES:

• Work study students

This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position. However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and/or other duties at alternate locations to meet mission requirements of the University and cooperation of all personnel is expected to carry out the mission.

QUALIFICATIONS:

• Associates degree in related field OR a combination of education and work experience required. Bachelor's degree preferred.
• 3 years of office support preferred.
• Experience in general office procedures, practices and use of standard office equipment.
• Excellent communication skills. Bilingual in English and Spanish preferred.
• Demonstrated experience working with department budgets, purchasing, contracts, and vendors.
• Experience working with adjunct faculty helpful.
• Working knowledge of record keeping and accrediting body documentation and reporting requirements preferred.
• Experience working with faculty and students helpful.
• Knowledge of FERPA regulations helpful.
• Excellent organizational skills, detail-oriented.
• Demonstrated proficiency with word processing, spreadsheet software and database maintenance using Microsoft Word, Excel, PowerPoint, and other software.
• Excellent customer service skills.
• Ability to effectively prioritize multiple responsibilities and adhere to deadlines.
• Should be committed to a culture of diversity, respect and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones' own.
• Ability to adhere to University policies and procedures.
• Ability to handle confidential information with discretion and within FERPA guidelines.
• All new employees must complete FERPA, Anti-Harassment, and any other required trainings within 15 days of employment.
• Must adhere to University COVID-19 testing, symptom tracking and all other COVID protocols established by the University.
• General knowledge of the University's mission, purpose and goals and the role this position plays in achieving those goals.

Commitment to Diversity, Equity, and Inclusion
Bay Path University is a diverse community devoted to proactively nurturing a campus-wide culture that promotes and ensures equity, respect, inclusion and safety for all members regardless of race, color, national origin, age, gender, religion, sexual orientation and gender identity, socio-economic background, or physical ability. We are one University that opens our hearts and minds to conversations, to learning and to creating a community that is welcoming of all. Regardless of position, it is expected that each employee will embrace this commitment and demonstrate an attitude of respect toward and acceptance of all members of our community.