Administrative Assistant

Job Title

Administrative Assistant

Social Science Division

Social Science Chair

Hourly - $17.53

The Administrative Assistant (AA) will provide overall administrative assistance, receptionist, and clerical support to the Social Science Division (SSD). The AA will support students, faculty, and adjunct faculty for several academic programs, including Applied Behavioral Analysis, Communication Sciences and Disorders, Criminal Justice, Psychology, Sociology, and Social Work.

Work/Study Student.

• Provides public-facing support to students, faculty and staff.
• Creates and follows a proactive work‑plan for the academic year.
• Maintains the workflow of three office suites by monitoring office machines, ordering supplies and meeting space.
• Interacts with multiple offices at Elms College and builds collaborative relationships.
• Provides administrative support in report preparation and retrieval of documents to give faculty and staff current and accurate data.
• Plans special events in partnership with SSD faculty and staff, including annual events, guest speakers, films, luncheons and educational events.
• Initiates billing and requisitions for timely payments and reimbursements.
• Maintains a comprehensive and accessible database of syllabi and related materials.
• Assesses the need for books from publishers, instructors' resources, and orders books for the upcoming semester. Ensures that instructors have adequate materials.
• Answers phones, routes, and distributes messages in a timely manner.
• Receives deliveries; sorts and distributes incoming and outgoing mail.
• Supports the onboarding process of full-time and part-time faculty and staff.
• Supports the coordination of division meetings, advisory board meetings, student meetings, and special event meetings. Takes minutes and distributes agendas.
• Sends regular and timely communication to faculty, staff and students about meetings, classes, and other important requirements.
• Collaborates with other academic divisions to support the work of the SSD.
• Creates/edits documents in Word; creates and maintains data in Excel and PowerPoint workbooks; organizes data/information for reports, memos, and presentations as requested.
• Works occasional early morning, evening, night, weekend, and holiday hours as directed.
• Performs other related responsibilities as assigned by the SSD co‑chairs.

• Ability to work with students, faculty, and staff from diverse backgrounds.
• Proficiency with Microsoft Office software (e.g., Word, Excel, PowerPoint) keyboarding skills, Google (e.g., Mail, calendar, docs, sheets, slides, drive, chat, forms, etc.) and ability to learn College systems (Ellucian, Elms Connect, Moodle) and complete routine tasks and specialized reports.
• Ability to work as a team player as well as independently with minimal supervision. Must be dependable and adhere to College and department policies relating to punctuality, attendance, leave time and work breaks.
• Must have excellent interpersonal, written, oral, and verbal communication skills to advance effective working relationships.
• Must be able to convey information effectively to a diverse on and off‑campus population.
• A high standard of accuracy and attention to detail is required in creating and maintaining data, records, and report information.
• Bilingual skills preferred.
• May require driving or travelling to locations in the local area on official College business.
• Background check will be conducted upon hire and on a routine basis thereafter.
• Valid driver's license and good driving record required.

• Associate's degree in secretarial/administrative services, or equivalent work experience.
• Minimum one (1) to three (3) years' experience as an office/administrative assistant required, with preference given for similar experience in a higher education setting.

• Use of general office equipment in an office setting.
• Requires an equal amount of standing, sitting, walking, bending, stooping, reaching, and climbing multiple levels of stairs, light lifting, near vision and manual dexterity to perform essential job functions.
• Requires the ability to travel between buildings on campus with exposure to inclement weather conditions.

Elms College is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws.