Administrative Assistant - MCPHS

Massachusetts College Of Pharmacy And Health Sciences - Boston, MA

Full-time - Entry Level

Boston, MA

5,001-10,000 employees

About the position

The Administrative Assistant at the Massachusetts College of Pharmacy and Health Sciences (MCPHS) provides essential administrative support for the School of Physician Assistant Studies. This role involves a variety of tasks including managing communications, assisting with data entry and student progress monitoring, scheduling, and maintaining departmental records. The position serves as the first point of contact for the department and plays a crucial role in ensuring smooth operations within the program.

Responsibilities

• Serve as the first point of contact for the department; greet visitors and callers; triage incoming calls and inquiries from students and outside sources.
• Assist the Directors of Didactic and Clinical Education with data entry and student progress monitoring.
• Manage the department calendar, including calendars of faculty, department head, and staff.
• Maintain a spreadsheet to keep track of faculty vacation days.
• Assist with didactic and clinical year course and room scheduling.
• Create and manage Zoom rooms.
• Manage databases; enter data; produce reports and charts.
• Prepare typed reports, memoranda, and meeting minutes.
• Arrange and coordinate room reservations, catering, parking requests, and other provisions for departmental meetings, events, and ceremonies.
• Maintain department files and records; scan, fax, and photocopy documents as needed.
• Assist in the preparation of exams and related course materials; proctor exams as requested.
• Prepare and maintain student administrative files including transcripts and other records as directed.
• Assist in the preparation of interim reports and self-studies for accreditation.
• Prepare and maintain files required by accrediting agencies; collect data to meet program accreditation-approved assessment plans.
• Prepare itineraries and assist with coordination of faculty/staff/student candidate interviews.
• Manage inventory of department supplies; generate and track purchase orders.
• Process invoices for payment.
• Assist with office mailings; sort and distribute mail.
• Assist in coordination of inter-professional education activities.

Requirements

• A minimum of a high school diploma and two years of experience in an administrative support position in a professional setting.
• Strong interpersonal skills and customer service skills.
• Strong organizational skills and attention to detail; ability to ensure accuracy of work.
• Ability to be reliable, punctual, and efficient in job performance.
• Ability to understand vague and implicit instructions and to follow these instructions.
• Ability to work in a fast-paced environment, and to prioritize tasks and meet deadlines.
• Ability to manage confidential materials and maintain confidentiality when working on specific tasks or projects.
• Ability to promote an environment conducive to respect and accountability at all times.
• Ability to accept and use constructive feedback from colleagues and supervisors.
• Ability to exercise appropriate chain of command when needing to address issues/concerns.
• Professional appearance and demeanor.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

Nice-to-haves

• A bachelor's degree or equivalent experience.
• Evidence of success in a customer service role.
• Prior experience in a health care or academic setting.

Benefits

• Competitive salaries
• Substantial contribution toward the cost of medical, vision, and dental insurance
• Generous time off
• Retirement and pension plans
• Flexible work arrangements to support work/life balance