Senior Program Assistant (Part-Time), Valente Center for Arts & Sciences

Job description


Bentley University

Bentley Campus


Job Description Summary
PLEASE NOTE: This Senior Program Assistant position is a regular part-time (20 hours per week), benefits eligible, year round position. The start date for this position will be in August 2019.

The Senior Program Assistant provides administrative and programmatic support in the Valente Center for Arts & Sciences, working with the Valente Center director, faculty, and student leaders. The incumbent serves as a point of contact both within the university and for external clients, facilitates activities and evets, manages workflow within the office, assists with project coordinator, and supervises and trains student workers. The Program Assistant II maintains records of the Center, assists with the Center's financial management, and may manage the website and social media accounts for the department. The position coordinates logistics and planning for events, recurring academic seminars, and programs for the center, performing various administrative, bookkeeping, and record keeping tasks.

Administrative Support:

  • Provides general administrative support for the implementation and successful continuation of programs in the Valente Center for Arts & Sciences at Bentley, including database administration and information management utilizing Drupal, Cognos, Workday, and Microsoft Office 365 including OneDrive, SharePoint and Teams
  • Makes travel arrangements for Center visitors, faculty and staff and students
  • Creates, organizes, and maintains hard copy and digital documents and folders associated with Valente Center programs, including flyers and advertisements, visitor forms and contracts, acknowledgement letters, payment requests, and other important documentation
  • Assists with the hiring and management of student research assistants and researchers in the center.
  • Makes requests for maintenance. Orders office supplies, stationery, business cards, office equipment, furniture, keys, etc.
  • Assists in providing visitors with Bentley ID, office space in the Valente Center, internet access, etc.
  • Provides a welcoming presence for all Bentley students, faculty, staff, and visitors on behalf of the Valente Center. Works with the Valente Center team and Valente Center suitemates (Honors Program, Liberal Studies Major) to create a collegial, fun, and exciting atmosphere.


Program Support:

Responsible for coordinating event management such as seminars, private and public events include room reservations, catering orders, audio-visual setup including audio/video-recording requirements.

Financial Support:
  • Monitors and reconciles department budget by running budget reports and keeping track of expenditures and reimbursements for expenses authorized by the Director
  • Processes charges and expense reports using a cloud-based financial reporting software system (Workday)
  • Assists with all details of multiple semester-long academic seminars.Responsibilities include student and faculty enrollment and financial processes as well as all event management related activities


Supervisory Responsibility:
  • Interviews, selects, hires, and manages work study students. Coordinates all student employment scheduling and payroll issues for Work Study students in the center.
  • Provides feedback and corrective action when necessary


Website and Social Media:
  • Assists in the design and maintenance of the Valente Center website, including frequent updating of event schedules, linking recorded events, and keeping the Valente Center program information current
  • Oversees social media utilization to promote Center activities


Minimum Qualifications:

High school diploma or equivalent plus 3-5 years demonstrated administrative support experience. Must be proficient with technology (PC, Mac, and mobile) including Microsoft Word, Excel, PowerPoint, among other programs and online platforms as required. Abilities to task-switch and prioritize work are a must. Excellent organizational skills and attention to detail required. Strong written and verbal communication skills and interpersonal skills are essential, as are proven sense of initiative and oversight.

Preferred Qualifications:

Bachelor's degree strongly preferred.

Physical Demands:

This position spends about 80% of time at the computer. Extended sitting and working on a computer; some walking around campus for deliveries or events.

PLEASE NOTE: This Senior Program Assistant position is a regular part-time (20 hours per week), benefits eligible, year round position. The start date for this position will be in August 2019.

Bentley University requires references checks and may conduct other pre-employment screening.

DIVERSITY STATEMENT

Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.

Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.

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Job No:
Posted: 5/7/2019
Application Due: 7/6/2019
Work Type:
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