Babson College Looking for Office Administrator Full Time

The Office Administrator provides general administrative and operations support for the Babson Boston Campus, 100 High St., Boston, MA and
the Vice President of Corporate Engagement and Off-Campus Operations. Specific responsibilities include routinely interacting with multiple
constituencies from Babson’s community (i.e., faculty, staff, students, alumni) as well as all external visitors to the Boston campus and
stakeholders within the Corporate and Engagement teams; reviewing/approving scheduling requests for all programming activities at the Babson
Boston campus; and facilitating all routine office functions, including administrative support for Babson Boston staff in addition to
special projects as needed. Supports the Corporate Engagement team in the operations, logistics, and coordination of programs.

Key Responsibilities:

• Serves as the first point of contact for the office which includes greeting and
  receiving all visitors; ensuring proper sign-in procedures are followed; answering and screening phone calls, referring individuals to
  appropriate staff; and ensuring accurate and timely assistance in all matters.
• Provides overall administrative support to the
  Babson Boston staff including but not limited to: maintaining schedules and the Boston campus master calendar, organizing work, creating
  documentation of various processes, opening and forwarding mail, relaying messages, maintaining files, monitoring equipment, and assessing
  and ordering supplies.
• Assists in the coordination of the Babson space and the Corporate Engagement team’s programs portfolios
  including registering applicants, ensuring faculty are paid on time, maintaining contracts, providing documents and class materials in
  advance of sessions; session logistics (in person and virtually); learning and virtual programming platform management (Webex, Zoom, Cvent),
  managing Webex breakout rooms, and assisting with the administration of participant surveys.
• Oversees all Babson spaces at 100 High
  Street including providing general information on room availability using EMS reservation system and approving requests; replenishing
  café/kitchen supplies; ensuring general cleanliness of all rooms and ensuing all furniture is properly arranged in standard
  layouts.
• Assists the Babson community and guests with appropriate access to classrooms, conference room, and lounge spaces;
  communicates regularly with Babson’s public safety on Babson One Card permissions to the Boston campus.
• Performs initial risk
  assessment for all ancillary events; prepares all contracts and facilitates receipt of Certificates of Insurances (COIs), as necessary.
• Maintains daily metrics for bi-weekly dashboard; writes and types correspondence, reports, and other materials for own or supervisor’s
  signature; proofreads and edits copy generated by supervisor and others.
• Oversees maintenance of computer equipment in classroom
  and staff offices, interfacing with IT for problem resolution, and revising existing or creating new processes for maximum efficiency;
  electronic and paper filing systems and databases including retrieval of information, supervision of data entry, may also assist with
  updates to department website.
• Manages the department email account, responding to all emails in an appropriate and timely
  manner.
• Monitors and assists with the budget preparation, record keeping, and reconciling monthly p-card statements.
• Under
  the guidance of the Director and Vice President, may assist in the development and maintenance of business development opportunities in
  support of overall growth and retention efforts across the various programs and teams.
• May manage the Director’s calendar and
  assist with travel arrangements as needed.
• Assists with interviewing, training, and evaluating student assistants and supervision
  of daily workload of other support staff.
• Assumes additional responsibilities and special projects as required.

Supervises:
Student Assistant(s)

Education Requirements:

Minimum Level of
Education Required High School Diploma

Position Knowledge/Skills & Abilities Requirements:

• A minimum
  of 3-5 years of previous experience in general office administration.
• Ability to present a positive and professional demeanor at
  all times.
• Must have strong organizational, interpersonal, customer service, and communication skills, and must be able to maintain
  a high degree of confidentiality at all times.
• Ability to successfully perform multiple tasks and balance multiple priorities is
  essential.
• Must have a thorough knowledge of MS Office (Word, Excel, Power Point, etc.) and proficient social media skills.
• Ability to work with ethnically, culturally, and socially diverse students, staff, faculty, trustees, visitors, and other
  constituencies.
• Must have basic supervisory skills.
• Ability to envision and propose new methods to perform tasks that
  support Entrepreneurial Thought & Action; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to
  gain sought-after results.
• Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new
  skills and challenging tasks; and is flexible in changing conditions.

Working Conditions:

Position
located in Boston, MA.

Babson College requires all Babson faculty and staff members authorized to work on our campuses or any
other property owned or controlled by the College to verify that they have been fully vaccinated for COVID-19. We have extended our
vaccination policy to require a COVID-19 booster shot for all eligible community members as well. Faculty and staff must provide booster
vaccination information upon hire or within 21 days of becoming eligible for a booster (unless granted a medical accommodation or religious
exemption). Requests for medical accommodation or religious exemption should be addressed directly to Human Resources.

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