Bay Path University Hiring for Coordinator & Assistant to the Dean of School of Education, Psychology, and Humanities at Longmeadow, MA Full Time

Category:: Administrative / Staff
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Department:: 01-51-5145-Dean of Education
Locations:: Longmeadow, MA
Posted:: Sep 12, 2023
Closes:: Open Until Filled
Type:: Full-Time Hourly (Non-Exempt)
Position ID:: 167354

About Bay Path University:

When Bay Path opened its doors to students in 1897, it had a very clear goal: to provide a practical, affordable, and career-oriented education to prepare students to not only meet the needs of companies, organizations, and communities but to also thrive in their professions, identify and realize their dreams, and make a lasting difference in the world. From the beginning, Bay Path prided itself on being entrepreneurial, constantly pushing the boundaries of the academic experience to fit the student…to start them on the road of success. That spirit and philosophy is best reflected in our shared vision, “At Bay Path, every learner’s dreams of a better career, a richer life, and a brighter future will be realized.”

Recognizing that our learners come first, we know it is equally important that we develop, cultivate, and sustain a culture that binds us together as a community. As part of the University’s ongoing commitment to diversity, equity, inclusion, and belonging, we draw upon our eight Core Values-beliefs that provide the internal framework and a moral compass for how we work and interact with each other.

Bay Path University, an independent and not-for-profit institution, was named Among Fastest Growing Baccalaureate Colleges and Graduate Programs by The Chronicle of Higher Education Almanac, and is a member of the Women’s College Coalition. With a main campus in Longmeadow, MA, and a satellite location in East Longmeadow, MA, Bay Path offers undergraduate, graduate (for women and men) degrees, and professional certificates.

For 125 years, we have been committed to preparing our students to navigate a constantly changing world. Whether it is one of our innovative academic programs, groundbreaking online learning platform, or We Empower Learners and Leaders initiative, we educate our students in ways that will help them to grow, learn to adapt, and always to flourish. Be part of the change. Be Bay Path.

We invite you to visit our website at www.baypath.edu where you can learn more about Bay Path University.

Job Description:

Supervisor: Dean of School of Education, Psychology, and Humanities

Status: Full-Time, Monday – Friday –Some Saturdays/Sundays/Evenings Required

Job Location: Hybrid

Exempt (Yes/No): No

JOB SUMMARY:

The Coordinator & Assistant to the Dean of Education is responsible for assisting the in development of infrastructure and support for the School’s operations, which includes programmatic support. This position will provide the Dean and School leadership administrative and general office support as well as varied technology support (primarily in software applications) and human resource support. The responsibilities may include providing administrative support to the department chair, program directors, and faculty as directed by the Dean.

ESSENTIAL JOB FUNCTIONS:

• Troubleshoot day to day operational issues with appropriate individuals/departments, serving as a key liaison between School leaders and University partners.
• Work collaboratively with all School staff.
• Work with budget, create purchase orders, check requests, expense reports, etc.
• Serve as a second point of contact on the telephone and in the office.
• Maintain master office calendar of courses as requested, including non-matriculated offerings
• Coordinate all non-matriculated course offerings including updating department specific forms, receiving and processing forms/payment for credit, and collaborating with instructors to receive information.
• Provide customer support to enrolled students and faculty in all School programs as needed.
• Work proactively with students to resolve issues and concerns, as needed.
• Provide administrative support to faculty as needed.
• Oversee, coordinate and schedule all room reservations and AV equipment for School courses.
• Coordinate logistics for both campus and virtual special events
• Be available during work hours for phone, in person or virtual meetings.
• Must be willing to drive, locally, for pick up or delivery of materials, or other University related items.
• Prepare faculty contracts as needed.
• Assist with posting of new part-time/ adjunct positions and tracking new hires, to support HR
• Receive, transmit and disseminate mail, including confidential information.
• Photocopy confidential documents such as files and exams, as needed.
• Collect and organize syllabi, final exams and office hours for full-time faculty, as needed
• Shred confidential documents
• Draft letters and reports accurately and independently.
• Maintain and order office supplies for programs as necessary.
• Attend training as required.
• Additional duties as assigned by the Dean.

OTHER RESPONSIBILITIES:

Performs other duties and special projects as requested by the Assistant Dean, Program Directors, faculty or Academic Affairs.
If you operate a University owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual. Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status. You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including terminations.

This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position. However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and/or other duties at alternate locations to meet mission requirements of the University and cooperation of all personnel is expected to carry out the mission.

SUPERVISORY RESPONSIBILITIES:

Possible Work Study Students

Requirements:

QUALIFICATIONS AND SPECIAL SKILLS:

• Bachelor’s degree in related field.
• Minimum of five years’ experience as an office manager, administrative assistant or higher level support position. 2+ years of supervisory experience preferred.
• Able to solve problems and make decisions independently.
• Ability to work with confidential material with integrity and discretion.
• Excellent organizational skills, detail oriented.
• Excellent administrative skills including word processing, spreadsheet software, and advanced proficiency with Microsoft Word, Excel, PowerPoint, and other software necessary.
• Excellent interpersonal and customer service skills, demonstrated leadership skills.
• Ability to work independently and effectively prioritize multiple responsibilities and adhere to deadlines.
• Must be willing to work select Saturdays and evenings as needed.
• Ability to work in a fast-paced environment.
• Communicates effectively and works collaboratively with all members the School of Education, Psychology and Humanities
• Supports the overarching goals of the School and works as a team member to accomplish these goals.
• Ability to effectively prioritize multiple responsibilities and adhere to deadlines.
• Should be committed to a culture of diversity, equity, respect and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones’ own.
• Ability to adhere to University policies and procedures.
• Ability to handle confidential information with discretion and within FERPA 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.

Additional Information:

Commitment to Diversity, Equity, and Inclusion
Bay Path University is a diverse community devoted to proactively nurturing a campus-wide culture that promotes and ensures equity, respect, inclusion and safety for all members regardless of race, color, national origin, age, gender, religion, sexual orientation and gender identity, socio-economic background, or physical ability. We are one University that opens our hearts and minds to conversations, to learning and to creating a community that is welcoming of all. Regardless of position, it is expected that each employee will embrace this commitment and demonstrate an attitude of respect toward and acceptance of all members of our community.

Application Instructions:

Applicants for this position should attach a cover letter, resume / curriculum vitae, and any other relevant information pertaining to this position and your candidacy. Please apply online. Faxes and emails will not be accepted.

Bay Path University is dedicated to building a culturally diverse and pluralistic faculty committed to teaching and learning in a multicultural environment and strongly encourages applications from minorities, women and all underrepresented backgrounds. An Equal Opportunity Employer, Bay Path University is committed to fostering diversity in its student body, faculty, and staff.

Bay Path University is a smoke and tobacco-free community.

All offers of employment are contingent on satisfactory background checking.

In compliance with the Americans with Disabilities Act (ADA), if you have a disability and require a reasonable accommodation to apply for a position please email us at [email protected] or call 413-565-1157.