Administrative Assistant II, Graduate School
Summary of the Position
Under the supervision of the Director of Graduate Student and Academic Services (GSAS), manage front desk operations and serve as first point of contact for busy office assisting students seeking advising services and information on university policies and procedures in person as well as by telephone.
Assist those seeking assistance from the Academic Services office both in person and over the phone. Triage multiple requests for service, facilitate process of students' filling out and dropping off forms. Develop an understanding of university academic policies and procedures. Monitor the daily appointment calendars for the academic advising staff.
Hire, schedule and supervise work study students assisting with front desk reception. Includes posting positions and approving time bi-weekly in university HR system.
Make room reservations and process catering orders for external and internal meetings and events ranging in scale utilizing the university's computerized system. Coordinate requests to use any Graduate School space managed by GSAS.
Prepare program change and certificate application packages for to be forwarded to Admissions after senior staff review (Associate Director assigned).
Process monthly travel and purchasing card expense reports and bills for office staff. Prepares purchase requisitions and check requests.
Assists Director in monitoring GSAS program budget by providing reports, establishing and maintaining a “check register”. Alerts Director of possible erroneous charges and works with AP to correct records. Orders office supplies and does vender follow-up on purchases.
Schedule appointments and sets up meetings for GSAS Director.
Assists with new student on-boarding and the waitlist and seat offer operation. May be called upon to follow up with students on seat and offers and enroll students in courses.
This position requires both routine and non-routine work methods because the environment is constantly changing. Position demands the ability to manage several tasks simultaneously and maintain composure and professionalism during stressful and busy times. Understanding of university policies and procedures and the ability to make appropriate referrals is important as every student situation is different. Must be sensitive to safeguarding confidentiality of student information.
Minimum Qualifications (Education and Experience Requirements)
High school diploma or equivalent required. Three to five years of experience in a fast-paced office and related setting. Strong organizational, interpersonal and communication and skills. Familiarity and comfort with technology including student information systems, Microsoft Word, Excel, Power Point and the ability to learn and adapt to new technology on an on-going basis are required.
Must be able to maintain calm demeanor when faced with frustrated or demanding students, parents or other constituents.
Creative ability to suggest business process improvements is highly valued.
A high degree of accuracy is required. Dexterity, coordination, and speed are necessary to coordinate various projects. Regular use of a computer keyboard is required. Requires long periods of sitting.
Special Instructions to Applicants
Bentley University requires reference checks and may conduct other pre-employment screening.
Documents Needed To Apply
- Cover Letter
Bentley University is an Equal Opportunity Employer, building strength through diversity., Under the supervision of the Director of Graduate Student and Academic Services (GSAS), manage front desk operations and serve as first point of contact for busy office assisting students seeking advising services and information on university polici