Job Description
Administrative Assistant
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Are you a warm, organized, and proactive administrative professional looking to make an impact in a higher education environment? Our client, a well-established educational institution in the Greater Boston area, is seeking an Administrative Assistant to provide essential support to multiple academic departments and help ensure the smooth day-to-day operation of a busy faculty and library building.
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This is a great opportunity for someone who enjoys being the go-to person, supporting faculty, staff, students, and visitors, coordinating events and departmental activities, and keeping administrative operations running efficiently.
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Compensation
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$21.00/hr
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Responsibilities
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- Serve as the first point of contact for faculty, staff, students, and visitors, providing a welcoming and professional experience
- Provide administrative support to multiple academic departments, including managing phone and email inquiries, scheduling, meeting coordination, mailings, and general office tasks
- Assist faculty and department leadership with administrative processes, documentation, and semester-based requests
- Support students with general questions related to registration and departmental processes
- Coordinate department events, including room reservations, catering, invitations, RSVPs, and day-of logistics
- Maintain conference room reservations and departmental calendars
- Assist with budget tracking and maintain accurate records of departmental spending
- Monitor budget balances and assist with purchase orders, requisitions, and other purchasing processes
- Order and maintain office supplies, equipment, and materials while coordinating with external vendors as needed
- Help maintain office technology and coordinate service or maintenance for printers, computers, telephones, and other equipment
- Maintain organized office files, records, and departmental documentation
- Assist with student employee recruitment, onboarding, scheduling, training, and day-to-day task assignments
- Monitor student employee hours and support accurate electronic timekeeping
- Support special projects, regulatory visits, meetings, and other departmental initiatives as needed
- Maintain confidentiality and handle sensitive information with professionalism and discretion
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Requirements
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- Associate’s degree required; Bachelor’s degree preferred
- 2-5 years of administrative or office support experience
- Strong customer service and interpersonal skills with a warm, professional, and approachable personality
- Excellent organizational, time management, and multitasking abilities
- Strong written and verbal communication skills
- Ability to work independently, take initiative, and follow through on projects and tasks
- High attention to detail and ability to manage multiple priorities and deadlines
- Proficiency in Microsoft Office Suite, particularly Outlook and Excel
- Comfortable learning new technology, systems, and processes
- Ability to maintain confidentiality and exercise sound judgment
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Preferred Qualifications
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- Previous experience in a higher education or academic environment
- Experience working with faculty, students, or academic departments
- Familiarity with Banner or other higher education systems
- Experience with database, scheduling, event management, or web-based software platforms
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Schedule & Location
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This is a fully onsite position, Monday through Friday, 8:30 AM-4:30 PM, located in the Greater Boston area with onsite parking available. The assignment is expected to last 3-6 months, with the potential to become a long-term opportunity.
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Our Commitment to Inclusion & Belonging
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The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.