Coordinator & Assistant to the Dean, School of Health Sciences

Category:: Administrative / Staff
Subscribe::
Department:: 01-51-5145-Dean of Education
Locations:: East Longmeadow, MA
Posted:: Feb 13, 2023
Closes:: Open Until Filled
Type:: Full-Time Hourly (Non-Exempt)
Position ID:: 159016

About Bay Path University:

When Bay Path opened its doors to students in 1897, it had a very clear goal: to provide a practical, affordable, and career-oriented education to prepare students to not only meet the needs of companies, organizations, and communities but to also thrive in their professions, identify and realize their dreams, and make a lasting difference in the world. From the beginning, Bay Path prided itself on being entrepreneurial, constantly pushing the boundaries of the academic experience to fit the student...to start them on the road of success. That spirit and philosophy is best reflected in our shared vision, "At Bay Path, every learner's dreams of a better career, a richer life, and a brighter future will be realized."

Recognizing that our learners come first, we know it is equally important that we develop, cultivate, and sustain a culture that binds us together as a community. As part of the University's ongoing commitment to diversity, equity, inclusion, and belonging, we draw upon our eight Core Values-beliefs that provide the internal framework and a moral compass for how we work and interact with each other.

Bay Path University, an independent and not-for-profit institution, was named Among Fastest Growing Baccalaureate Colleges and Graduate Programs by The Chronicle of Higher Education Almanac, and is a member of the Women's College Coalition. With a main campus in Longmeadow, MA, and a satellite location in East Longmeadow, MA, Bay Path offers undergraduate, graduate (for women and men) degrees, and professional certificates.

For 125 years, we have been committed to preparing our students to navigate a constantly changing world. Whether it is one of our innovative academic programs, groundbreaking online learning platform, or our Women as Empowered Learners and Leaders initiative, we educate our students in ways that will help them to grow, learn to adapt, and always to flourish. Be part of the change. Be Bay Path.

We invite you to visit our website at www.baypath.edu where you can learn more about Bay Path University.

Job Description:

• Job Type: Full-time, 37.5 hours/week
• Hours (Standard working hours): Mon-Fri 8:30am to -5:00pm with occasional evenings and weekends
• Position Location: East Longmeadow, MA

Job Summary:

This position provides assistance to the Dean of the School of Health Sciences (SHS) in a fast-paced setting regarding all education activities, utilizing excellent organizational ability and interpersonal skills.

Under the direction of the Dean of SHS, the Coordinator's position will oversee project management, help support and enhance the recruitment efforts for education programs, and be responsible for planning, tracking and reporting on program deliverables.

Essential Duties:

• Responsible for researching information needed for School and University reports analyzing and synthesizing information gathered
• Support the Dean as project manager as needed in SHS
• Provides superior customer services within all levels of the organization
• Manage work plan for the School for the Dean
• Must be able to work collaboratively across sites with other staff on a daily basis.

Administrative Responsibilities

• Responsible for coordinating and supporting all activities required of the Dean of SHS
• Schedule meetings, advising appointments and interviews for the Dean of SHS
• Complete and oversee the required new hire paperwork for faculty and staff in SHS
• Responsible for all assessments to ensure that they are delivered and returned in the same way they were distributed.
• Verify enrollment numbers with University records, oversee accuracy of class lists, develop reports, generate data
• Field phone calls from faculty, and prospective and current students.
• Responsible for daily filing and record keeping, copying and faxing, data entry and other general and clerical duties
• Responsible for conducting and updating competitor programs
• Keep the graduate student community group in CANVAS updated daily.
• Assist the Dean with other tasks related to all campus and program needs as needed
• Coordinate all SHS and departmental meetings for the Dean
• Develop and oversee master calendar with due dates of all projects and reports
• Maintain accurate and appropriate records
• Responsible for office inventory of supplies
• Understand office equipment and coordinate repairs
• Other job related tasks and duties as assigned by the University

Coordinate Activities

• Provide accurate and updated information regarding the programs in education to various offices across campuses.
• Responsible for all correspondence to students, program coordinators, and faculty members regarding any important updates, news and/or notices.
• Revise and update program grids and disseminate, keeping master grids posted in the office.
• Maintain all current information regarding current students (admissions file, program requirement form, databases, MTEL results, LOA/W students, completion dates).
• Run weekly data reports.
• Develop information packets for interviews with potential students.
• Monitor all grades of students after each semester.

SUPERVISORY RESPONSIBILITIES:

Business Assistants

Work Study and Volunteers

Requirements:

• Bachelor's degree in related field.
• Minimum of five years' experience as an office manager, administrative assistant or higher level support position.
• Ability to handle confidential information with integrity and discretion and within FERPA and HIPAA guidelines.
• Experience working with department budgets, purchasing process, vendors, contracts.
• High level of initiative, organizational and time management skills.
• Must be detail oriented with demonstrated attention to detail.
• Able to handle frequent interruptions.
• Excellent written and communication skills
• Strong Microsoft Office Suite skills as well as working knowledge of database systems, data retrieval and reporting.
• Excellent written and oral skills, Must be able to individually generate written memos and reports; sense of humor and a collegial attitude.
• Must be self-directed with critical thinking skills and the ability to work independently and collaboratively in a team.
• Ability to effectively prioritize multiple responsibilities and adhere to deadlines.
• Should be committed to a culture of diversity, equity, 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 integrity and discretion and within FERPA and HIPAA guidelines.
• Valid U.S. driver's license.
• Must successfully pass the online safe Driving Course (within 15 days of hire) and driving record check at time of hire and annually thereafter.
• All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.
• General knowledge of the University's mission, purpose and goals and the role this position plays in achieving those goals.
• Must adhere to University COVID-19 testing, symptom tracking and all other COVID protocols established 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. You must have a valid driver's license and must successfully pass the online safe Driving Course and driving record check at time of hire and annually thereafter. 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.

Additional Information:

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.

Application Instructions:

Applicants for this position should attach a cover letter, resume / curriculum vitae, the contact information for four (4) professional, work related references and any other relevant information pertaining to this position and your candidacy. Please apply online. Faxes and emails will not be accepted.

Bay Path University is dedicated to building a culturally diverse and pluralistic faculty committed to teaching and learning in a multicultural environment and strongly encourages applications from minorities, women and all underrepresented backgrounds. An Equal Opportunity Employer, Bay Path University is committed to fostering diversity in its student body, faculty, and staff.

Bay Path University is a smoke and tobacco-free community.

All offers of employment are contingent on satisfactory background checking.

In compliance with the Americans with Disabilities Act (ADA), if you have a disability and require a reasonable accommodation to apply for a position please email us at [email protected] or call 413-565-1168.