Job Description

Job Location: East Longmeadow, MA 01028,

Position Type: Full-Time Hourly,

Salary Range: $23.00 - $27.68 Hourly, Position Summary

The Administrative Assistant and Coordinator to the Dean provides administrative, operational, and project coordination support to the Dean of the School of Health and Natural Sciences (SHNS). The Coordinator serves as a key point of contact for faculty, staff, students, University offices, and external partners, and supports the effective day-to-day operations of the Dean’s Office and the Philip H. Ryan Health Center. This is a full-time, on-site position with regular hours of Monday through Friday, 8:30 a.m. to 5:00 p.m. The position requires an on-campus presence, with occasional evening and weekend hours as needed to support School and University activities.

The position requires strong organizational, communication, and problem-solving skills; the ability to manage multiple priorities and deadlines; and discretion in handling confidential information. Under the direction of the Dean, the Coordinator also supports School-wide projects and strategic initiatives by coordinating activities, maintaining timelines, tracking deliverables, and facilitating follow-up.

Essential Job Functions

• Provides superior customer service within all levels of the organization, SHNS, and the Philip H Ryan Health Center.
• Support the Dean as the project manager in SHNS as needed.
• Maintain and track the School’s work plan, including key initiatives, responsibilities, deadlines, and deliverables, and provide regular updates to the Dean.
• Responsible for researching information needed for School and University reports, analyzing and synthesizing information gathered.
• Must be able to work collaboratively across sites with other staff on a daily basis.
• Handles confidential information and uses the highest discretion regarding sensitive matters.

Administrative and Operational Support

• Manage the Dean’s calendar, meetings, appointments, interviews, and School-related activities (i.e., department budgets, contracts, position postings, PCO process, and Workload forms).
• Coordinate SHNS and departmental meetings, including scheduling, agendas, materials, meeting notes, and follow-up.
• Prepare correspondence, reports, presentations, summaries, and other materials for the Dean.
• Collaborate with the Assistant Dean and school program leaders as necessary or as directed by the SHNS Dean
• Respond to and appropriately direct inquiries from students, faculty, staff, prospective students, University offices, and external partners.
• Assist with School events, recruitment activities, faculty and staff searches, onboarding, and new-hire documentation.
• Maintain accurate School and Dean’s Office records, files, calendars, and communication platforms.
• Coordinate operational needs, supplies, equipment, facilities, and related activities for the Dean’s Office and Ryan Health Science Center, as assigned.
• Coordinate and oversee the day-to-day management of supplies, equipment, and facilities for the Ryan Health Science Center, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
• Work with Business Assistants and student work study positions covering the Ryan Center's operations.
• Handle confidential and sensitive information with discretion and professionalism.

Project Management and School Initiatives

• Support the Dean in planning and coordinating School-wide projects, Ryan Center events, strategic priorities, program development, partnerships, recruitment initiatives, and special projects.
• Develop and maintain project plans, timelines, work plans, and action-item trackers.
• Track deadlines, milestones, deliverables, responsibilities, and outstanding items and provide timely follow-up.
• Maintain a master School calendar of projects, reports, accreditation activities, events, and key University deadlines.
• Coordinate project meetings and document decisions, responsibilities, next steps, and completion dates.
• Monitor project progress and bring upcoming deadlines, delays, risks, or items requiring decisions to the Dean’s attention.
• Support implementation and tracking of the SHNS strategic plan and preparation of progress reports and annual updates.
• Coordinate activities across academic programs, University departments, campuses, and external partners.

Data, Program, and Communication Support

• Research, collect, analyze, and summarize information for School and University reports, projects, and decision-making.
• Assist with enrollment reporting, data verification, benchmarking, environmental scans, and competitive program research.
• Maintain and distribute current program information, academic grids, reports, and School-wide communications.
• Support recruitment and enrollment initiatives through data tracking, coordination, and communication with academic programs and University offices.
• Prepare materials and coordinate logistics for faculty and staff interviews and other School activities.
• Collaborate with SHNS program administrative assistants and coordinators to support consistent communication and efficient School operations.
• Perform other related duties and special projects as assigned by the Dean or the University.

Qualifications

• Bachelor’s degree in a related field or equivalent education and experience.
• Minimum of three (3) years’ experience as an office manager, administrative assistant, or higher-level support position.
• Experience with project management and ability to use project management tools.
• Ability to handle confidential information with integrity and discretion, and within FERPA and HIPAA guidelines.
• Experience working with department budgets, purchasing process, vendors, and contracts.
• High level of initiative, organizational, and time management skills.
• Must be detail-oriented with demonstrated attention to detail.
• Able to handle frequent interruptions, able to multitask, and pivot with different priorities.
• Excellent written and communication skills.
• Strong Microsoft Office Suite and Google Suite skills as well as working knowledge of database systems, data retrieval, and reporting.
• Excellent written and oral communication skills; must be able to independently generate memos and reports; a 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.
• Ability to establish and maintain effective working relationships with all members of the University community including students, faculty, staff, and administrators
• Ability to adhere to University policies and procedures.
• Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.
• 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.