Senior Administrative Assistant - Academic Affairs

Senior Administrative Assistant - Academic Affairs

Mount Holyoke College seeks an energetic, hardworking, and highly organized Senior Administrative Assistant to provide administrative coordination and operational support across the Division of Academic Affairs.

This full-time (37.5 hours/week, 12-month) position serves as an integral part of the Academic Affairs administrative team. The role divides time between supporting core operations in the Office of the Provost and Dean of Faculty and providing dedicated administrative support to the Teaching and Learning Initiative (TLI) and the First Year Seminars (FYS) program. The position reports to the Chief of Staff in the Office of the Provost while working closely with the TLI/FYS Director.

Core duties and responsibilities include:

• Providing comprehensive administrative support to the Office of the Provost and Dean of Faculty.
• Serving as a primary point of contact for faculty members, staff, emeriti, students, invited speakers, and external guests seeking assistance from the Office of the Provost.
• Managing calendar and scheduling requests for office staff, serving as primary backup for the Provost's calendar. Overseeing physical office space, equipment, inventory, supply ordering, and conference room reservations.
• Triaging messages sent to the Provost's Office general email, managing Google Sites, Google Groups, and listservs.
• Assisting with planning and logistics for meetings and events.
• Assisting with filing faculty personnel material and gathering documentation for faculty reappointment, tenure, and promotion reviews.
• Serving on the Office Space Committee and executing other special projects as assigned.
• Providing organizational and logistical support to the TLI/FYS Director to execute core academic programming.
• Coordinating logistics for key initiatives, including monthly Talk about Teaching luncheons, the New Faculty Seminar, and TLI's annual flagship event, the TLI Teaching and Scholarship Renewal Week.
• Assisting with coordinating logistics for meetings, workshops, and events, including room reservations, catering, travel/transportation, RSVP tracking, and guest accommodation requests.
• Serving as Cost Center Coordinator for the Office of the Provost and TLI/FYS using Workday.
• Processing reimbursements, purchasing requests, invoices, and journal entries.
• Performing monthly account reconciliations, entering and analyzing financial data, and maintaining clear, accurate spreadsheets and reports.

Required qualifications include:

• Education:
  
  Bachelor's or Associate degree (or equivalent professional experience).
• Experience:
  
  Minimum of 2 years of administrative support experience, preferably in higher education.
• Technical skills:
  Proficiency in Workday, Microsoft Office Suite (Word, Excel), Google Workspace (Docs, Sheets, Sites, Groups, Forms), Adobe Acrobat.
• Time management & multitasking:
  Proven ability to prioritize duties, manage concurrent projects, transition quickly between tasks, and meet strict deadlines with high accuracy and attention to detail.
• Communication & discretion:
  Excellent written, oral, and proofreading skills. Demonstrated ability to handle confidential information and maintain clear, courteous communication across a diverse campus community.
• Diversity & inclusion:
  Commitment to fostering an anti-racist, inclusive, and equitable work and learning environment.

Preferred qualifications include:

• Previous administrative experience supporting academic programs or executive offices in a college or university setting.
• Proficiency in Canva.
• Previous experience in event coordination, including marketing.
• Flexibility to occasionally work evenings and special events.

Background checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires.

Special instructions for applicants:

• Apply online; application materials must include:
• A cover letter summarizing interests and qualifications
• A complete resume or curriculum vitae
• For faculty positions, statements on mentoring, teaching, and research will also be required.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment.