Job location: Five Colleges, Inc.

Employment Type: Other
Posted data: 2021-10-14
Req: R-202100937
Please attach/upload a current resume and cover letter in order for your application to be considered for this position.

Job Description

Job Summary

Five Colleges, Incorporated (FCI) seeks an Academic Programs Administrative Assistant to provide general administrative support to the Director of Academic Programs, with particular emphasis on creating and maintaining records for programs and initiatives managed by the Five Colleges Academic Programs Office. This position reports to the Director of Academic Programs, but may receive assignments to complete tasks or projects for other Five Colleges offices.

This is a full-time, non-exempt, benefited entry-level position.

Importance of Diversity to our Educational Mission

Five Colleges, Incorporated and its five associated institutions (Amherst, Hampshire, Mount Holyoke and Smith Colleges and the University of Massachusetts Amherst) are committed to supporting and sustaining a diversity of people, backgrounds, experiences, ideas and points of view for the essential contribution this diversity makes to educational missions of our organizations. In support of this commitment Five Colleges requires all of its employees to work cooperatively and effectively with the diversity of people at the colleges (students, faculty members, other employees) and within the organization itself.

Duties

• Provide general administrative support to the Director of Academic Programs and Academic Programs Coordinator, including drafting or proofreading documents and correspondence, maintaining and managing documents and records, and compiling enrollment and other data. This work may include providing support to the Director of Information Technology and Enterprise Initiatives where that Director's work intersects with the work of Academic Programs, such as with course schedules and interchange testing.
• Support the Director in communicating with the Office of Strategic Engagement regarding Five Colleges events related to Academic Programs.
• Coordinate with FCI’s Executive Assistant to manage the Director of Academic Programs' calendar.
• Maintain the Five College academic calendars, as established by the Five College Registrars.
• Maintain assigned databases and mailing lists (e.g., Five College Google Groups, new and visiting faculty, records of past and upcoming program reviews, compiling and distributing course lists, etc.).
• Manage records on student completion of Five College certificates, and produce the physical certificates provided to students on completion of certificate requirements.
• Work closely with the Five Colleges Business Office to manage reimbursements and other payments related to Academic Programs.
• Compile and proofread course lists for various Five College academic programs, and coordinate with the Five Colleges Office of Information Technology to post these to the FCI website each semester.
• Support the funding programs offered by the Five Colleges Academic Programs Office by managing the intake and tracking of funding proposals and drafting award notification letters.
• Manage content on webpages related to Five Colleges Academic Programs.
• Support the Director and Coordinator in annual Academic Programs assessment activities (e.g., distributing surveys and program renewal forms).
• Provide project and administrative support to the Five College Center for World Languages and Five College Dance, as assigned.
• Perform other related duties as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent
• Excellent working knowledge of Microsoft Office and Google Suite, and a willingness to learn additional tools as required
• Experience with website content management (HTML knowledge not required)
• Excellent written and oral communications skills
• Attentiveness to detail and organization
• Ability to complete multiple tasks and meet deadlines
• Demonstrated judgment and discretion
• Flexibility to work closely with others in a small cooperative office
• Ability to engage effectively with multiple Five College constituents (faculty members, staff members, students, parents, community members)

• Capacity to meet the physical expectations of the position, which include:
  • Ability to comprehend written and verbal communication
  • Ability to evaluate printed materials and material presented on-screen
  • Ability to communicate effectively in person, by telephone, via videoconference, and via email
• Ability to pass a post-offer background check
• Ability to comply with Five Colleges, Incorporated’s COVID-19 vaccination policy, or to qualify for an exemption

Preferred Qualifications

• Experience and interest in higher education
• Familiarity with the five member campuses and the Consortium
• Familiarity with FERPA and other policies related to handling student records

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position. You may combine your resume and cover letter into a single file or attach multiple files to your application, but BE SURE you have provided all attachments BEFORE SUBMITTING your application.

You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

October 25, 2021

Position Type:

Regular

About Five Colleges, Inc.

Five Colleges, Incorporated, sustains and enriches the excellence of its members -- Amherst, Hampshire, Mount Holyoke, and Smith colleges and the University of Massachusetts Amherst -- through academic and administrative collaboration. The consortium facilitates intellectual communities and broad curricular and cocurricular offerings; affording learning, research, performance and social opportunities that complement the distinctive qualities of each institution.

Five Colleges, Inc. is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, gender, age, color, religion, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.