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Coordinator and Assistant to the Dean, School of Management and Technology

Employer
Bay Path University
Location
Longmeadow, MA

View more

Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Category:: Administrative / Staff
Subscribe::
Department:: 01-51-5179-Dean, SMT
Locations:: Longmeadow, MA
Posted:: Apr 26, 2024
Closes:: Open Until Filled
Type:: Full-Time Hourly (Non-Exempt)
Position ID:: 175136

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 We Empower 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:


Status: Full-time, 12 mos.


Hours: Mon - Friday; 8:30am - 5:00pm


Job Location: Longmeadow


Exempt Yes/No: No


JOB SUMMARY:


The Coordinator & Assistant to the Dean of the School of Management and Technology is responsible for assisting in the development of infrastructure and support for the School's operations, which includes programmatic support. The Coordinator will provide the Dean and School leadership administrative and general office support as well as varied technology support (primarily in software applications) and human resource support. The responsibilities may include providing administrative support to the department chair, program directors, and faculty as directed by the Dean.


ESSENTIAL JOB FUNCTIONS:


  • Coordination and support for all School of Management and Technology activities.
  • Assists the Dean with retrieving, assessing, and integrating financial data for all educational divisions of the University.
  • Properly format and disseminate confidential financial information to key University stakeholders to support data-based decision making.
  • Maintain the Dean's calendar.
  • Scheduling of all School meetings via a shared Google calendar (including Zoom as needed).
  • Recording of all School meeting minutes as prescribed by accrediting body, NECHE.
  • Prepare, distribute, and maintain all adjunct contracts for courses in the School for six yearly graduate sessions and for Fall/Spring undergraduate semesters.
  • Track all course enrollments and process any necessary adjunct contract adjustments.
  • Monitor and update workload requirements for all full-time faculty.
  • Coordinate logistics and record minutes for bi-yearly meetings of the Cybersecurity Education Advisory Council which includes professional cybersecurity community members from across the country.
  • Maintain School and program budgets and assist Dean in annual budget review.
  • Project management of NSA Center of Academic Excellence applications, renewals, and post-designation process for cybersecurity programs.
  • Collect undergraduate and graduate course syllabi as prescribed by accrediting body, NECHE.
  • Maintain computerized databases for departments as needed in order to prepare required reports.
  • Coordinate record keeping and required accrediting body documentation and reporting.
  • Prepare revisions of handbooks and self-studies or required reports for various accreditations or approvals.
  • Process faculty book and supply orders.
  • Prepare final copies of departmental correspondence (using mail-merge function) and prepare standard forms.
  • Process and send purchase orders, expense vouchers, supply requests and organizational memberships; make arrangements for conferences, including registration/travel/hotel.
  • Coordinate professional advisory committee meetings and other meetings with external constituencies: make room reservations, type and prepare letters, information packets and oversee other details.
  • Receive telephone calls, take and deliver messages and return calls as requested; initiate/receive faxes as requested.
  • Receive, transmit and disseminate mail, including confidential information.
  • Photocopy confidential documents and exams, as needed.
  • Shred student exams and confidential documents.
  • Draft letters and reports accurately and independently.
  • Coordinate all office activities including equipment maintenance and office supplies.
  • Attend training sessions as required.

OTHER RESPONSIBILITIES:


  • Performs other duties and special projects as requested by the Dean, Program Directors, faculty or Academic Affairs.
  • 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. 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.

This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position. However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and/or other duties at alternate locations to meet mission requirements of the University and cooperation of all personnel is expected to carry out the mission.



Requirements:


  • Associates degree in related field or a combination of education and experience required. Bachelor's degree preferred.
  • 3+ years of office support preferred
  • Experience in general office procedures, practices and use of standard office equipment.
  • Demonstrated experience working with department budgets, purchasing, contracts, and vendors.
  • Experience working with adjunct faculty helpful.
  • Working knowledge of record keeping and accrediting body documentation and reporting requirements preferred.
  • Knowledge of FERPA regulations helpful.
  • Excellent organizational skills, detail-oriented.
  • Excellent communication skills.
  • Demonstrated proficiency with word processing, spreadsheet software and database maintenance using Microsoft Word, Excel, PowerPoint, and other software.
  • Excellent customer service skills.
  • Ability to effectively prioritize multiple responsibilities and adhere to deadlines.
  • Ability to adhere to University policies and procedures.
  • Ability to handle confidential information with discretion.
  • Should be committed to a culture of diversity, equity, respect and inclusion.
  • General knowledge of the University's mission, purpose, and goals and the role this position plays in achieving those goals.


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, 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 HR@baypath.edu or call 413-565-1157.


Organization

Working At Bay Path University

Bay Path University, an independent and not-for-profit institution, was named Among Fastest Growing Baccalaureate Colleges by the Chronicle of Higher Education Almanac, and a member of the Women’s College Coalition. With a main campus and four satellite locations, Bay Path offers undergraduate, graduate, (for women and men) degrees, and professional certificates.

Mission Statement:

A Bay Path University education empowers undergraduate women and graduate women and men to become leaders in their careers and communities with an innovative approach to learning that prepares students to flourish in a constantly changing world.

The Bay Path experience is nothing less than transformational. Our women-only undergraduate programs and our coeducational graduate programs are offered both on campus and online, providing a flexible, 21st-century education for learners at all stages of life and career. Bay Path students find a supportive and diverse community, close mentoring, and rigorous preparation for success in a complex and globally interdependent society. Students graduate with the applied knowledge, portable skillset, and confidence to thrive in their professions, identify and realize their dreams, and make a lasting difference in the world. 

Established: 1897

Enrollment: Over 3,300 students

Alumni: Approximately 15,000 alumni around the world.

Athletics: Eight teams compete at the NCAA Division III level, in the New England Collegiate Conference.

University Motto: Carpe Diem, Latin for "Seize the Day"

Locations: 

  • Longmeadow, MA - Home to our Residential College, for high school, transfer and International young women; One Day A Week College, for adult women with classes on Saturday; and Graduate College for men and women. 
  • Concord, MA - Our Concord location is home to our graduate programs in Education and Psychology for men and women.
  • Sturbridge, MA - Our Sturbridge teaching site opened in 2003 and offers our One Day A Week College, for adult women with classes on Saturday and select graduate programs for men and women. This teaching location provides students with all of the support services of our main campus including access to library services, administrative and academic deans, student financial services, and the Registrar’s Office. 
  • East Longmeadow, MA - The Philip H. Ryan Health Science Center is located on our East Longmeadow site. This state-of-the-art facility houses our Master of Occupational Therapy, Master of Science in Physician Assistant Studies and our Master of Occupational Therapy Bridge programs.  

Residential College

Offers classes on-ground Monday through Friday.

At Bay Path University, we welcome students (commuters and residents), just like you, from across the country and around the world who are smart, capable young women who want to make a difference and be successful.

Here, you join a small, highly personal community that empowers you to take ownership of your life through:

  • Highly relevant majors and minors that give you practical knowledge, a global viewpoint, and the unique perspectives that make connections between subject areas and current topics.
  • Leadership opportunities that focus on your strengths, encouraging you to find your voice and act on your convictions.
  • Real-world experience balanced with career counseling that gives you a distinct advantage for graduate school or that rewarding first job.
  • More important, our admission counselors are here to help you and your family, guiding you through the admissions and financial aid process by taking your questions and connecting you with the right resources.

Why it pays to be a Bay Path woman:

  • Significant Financial Support. All of our full-time students receive a merit scholarship from Bay Path University, and more than 96% of our students receive additional financial aid that included grants, scholarships and loans. 
  • Close Attention from Faculty. With a 12:1 student-to-faculty ratio, you'll form close relationships with your professors that will lead to research, internship and networking opportunities. 
  • Thoughtful and Intentional Career Planning for Life. Our Sullivan Career and Life Planning Center (SCLP) is one of the best of its kind. As a Bay Path student, you will have lifetime access to the SCLP and the services it provides, including one-on-one career coaching and mentoring.

Undergraduate Study

A Place Where Knowledge Is Gained and Shared

If you ask a Bay Path woman graduate to define her academic experience, it would be one word: transformational. There is no other way to describe it.


Yes, we have majors in neurobiology, cybersecurity, and business analytics, as well as minors and concentrations that deepen your knowledge in a specific area. But we also educate the whole person, giving you the courage and confidence to be your best self, to help you get where you have to go, and to take on more in your life. It’s why women’s education still matters. 

American Women’s College

Are you one of the 76 million American women who has accomplished many things in her life yet still lacks a bachelor's degree? You are not alone. At The American Women's College, we understand the reasons that women pause their education early in life: 

  • Maybe going to college wasn’t right for you at the time
  • Maybe you started college and decided it wasn't a good fit
  • And then there other competing factors like family, work, and day-to-day pressures

Looking back, do you still wish you had earned a college degree?  Now you can—with The American Women’s College Online. We offer:

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