Staff Assistant

Boston, MA | Contract to Perm

Post Date: 09/28/2017 Job ID: 79182 Specialty: Office Services

A leading university in Boston, MA is seeking a Staff Assistant to join their team. In this contract-to-hire role, you will perform complex and diverse duties for the department and serve as a source of information and problem solving for students, faculty, staff and other constituents. Apply today!

Responsibilities for the Staff Assistant:
  • Provide administrative support and coordinates office operations
  • Screen, sort and distribute mail; may respond to routine correspondence
  • Evaluate and organize file systems for department
  • Order and maintain office supplies, works with vendors to maintain equipment and contracts
  • Organize and schedule appointments and meetings
  • Coordinate complex travel arrangements
  • May hire and train student and/or temporary workers; and provide work direction to office staff
  • May process employment actions including hire, separation and change transactions
  • Recommend changes or enhancements to office operations
  • Serve as primary department contact for customers
  • Serve as primary department contact and resource for internal and external customers; may communicate on behalf of manager(s) to explain or disseminate information
  • Provide general guidance and explanation of departmental policies and procedures
  • Research and resolve customer problems and concerns; recommend enhancements to improve department and customer service
  • May handle confidential or sensitive information
  • Produce complex documents and spreadsheet
  • Prepare and draft letters, memos, reports, syllabi, brochures, newsletters and other material for department
  • Proofread and edit documents; design layout and graphics for materials
  • Research and organize information to produce a variety of documents or reports for the department
  • Create and maintain spreadsheets and databases and prepares reports, tables and charts
  • Coordinate meetings or special events
  • Plan dates, coordinate invitations and tracks responses, determine venue, coordinate materials, audio visual or other set-up needs
  • Work with and support speakers or presenters, arranges for payment or honorarium
  • Assist with design of marketing materials and publicity
  • Coordinate logistics on-site during event or program
  • Provide information and answer questions about department Programs or Projects
  • Develop and track database of students, study participants or other constituents
  • Assist with development of materials or brochures
  • Update web information and draft content for posting
  • Troubleshoot basic problems and refer more complex questions or concerns to the correct individual
  • Assist with department budget and/or grants
  • Purchase supplies, complete expense reports and requisitions
  • Monitor department spending and track expenditures
  • Research and resolve problems
  • Prepare monthly reports for managers and finance
Requirements for the Staff Assistant:
  • High school diploma/GED
  • 2-4 years of administrative experience or college degree with 1-3 years’ experience
  • Proficiency in Microsoft Office suite, including word processing, editing, graphics, spreadsheet and database knowledge
  • Bookkeeping or basic accounting knowledge
  • Technology savvy with a strong knowledge working with Microsoft Office
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills with a customer service focus
  • Ability to work independently and as part of a team
  • Must be eligible to work in the U.S. without sponsorship                      

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