Administrative Assistant (PT)

Position Overview

The Administrative Assistant provides organized, confidential support to the Provost and the Dean in the Office of Academic Affairs. The role manages meeting logistics, coordinates accreditation site visits, supports the production of reports and presentations, and helps new faculty get set up for their first day. The ideal candidate is detail-oriented, discreet, and able to juggle competing priorities in a busy academic office.

Essential Duties and ResponsibilitiesMeeting and Calendar Support

• Manages and coordinates calendars for the Provost and Dean, scheduling meetings and resolving meeting time conflicts.
• Prepares and distributes meeting agendas and supporting materials in advance of meetings.
• Attends designated meetings to record, draft, and distribute minutes; maintains an organized archive of agendas and minutes.
• Reserves rooms, arranges virtual meeting links, and coordinates catering as needed.

Accreditation and Reaccreditation Support

• Coordinates logistics for self-study and site visits by accreditation teams, including visitor travel, lodging, and ground transportation.
• Builds and maintains visit agendas and schedules, confirming participants, rooms, and times with campus stakeholders.
• Arranges hospitality for visiting teams, including meals, workspace, welcome materials, and on-site needs.
• Assists in gathering, organizing, and tracking evidence and documents requested by the accreditation team.
• Processes travel reimbursements and visit-related expenses in line with College policy.

Reports and Presentations

• Assists with the preparation of reports and presentations by formatting documents, applying templates and style guidelines, and preparing tables, charts, and slides from content provided.
• Ensures document consistency in layout, and accuracy of formatting; compiles appendices and exhibits.
• Manages document versions and ensures final files are properly saved, distributed, and archived.

New Faculty Onboarding

• Coordinates with Human Resources on the onboarding process for new faculty.
• Coordinates with IT new faculty technology setup, including accounts, equipment, and system access.
• Coordinates office space assignments, keys, furniture, and materials so faculty are ready on arrival.
• Tracks onboarding tasks with a checklist and follows up with campus offices to ensure timely completion.

Office Operations

• Orders and maintains office supplies; tracks purchases and reconciles orders within budget.
• Greets visitors, answers phones and email, and directs inquiries appropriately.
• Maintains organized, confidential files and records.
• Performs other related duties as assigned.

Qualifications Required

• Associate degree or equivalent combination of education and experience.
• Two or more years of administrative support experience, preferably supporting senior leadership.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) or Google Workspace, including advanced document formatting.
• Strong organizational skills and attention to detail, with the ability to manage multiple deadlines.
• Excellent written and verbal communication skills, including accurate minute-taking.
• Ability to handle confidential information with discretion and professionalism.

Preferred

• Bachelor’s degree.
• Experience in a higher education setting, particularly an academic affairs or dean’s office.
• Experience coordinating events, travel, or accreditation site visits.
• Familiarity with HR onboarding processes and purchasing systems.

Commitment to Mission and Values

The successful candidate will demonstrate alignment with and commitment to the mission, vision, and values of Maria College and will support them in interactions with students, faculty, staff, and visitors.

Working Conditions

Work is performed in a standard office environment. Occasional flexibility in schedule may be required during accreditation visits, faculty onboarding periods, or other peak times.

Essential Functions

This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or be assigned at any time with or without notice.

How to Apply

Please submit a cover letter, résumé, and contact information for three professional references to [email protected] or [email protected] by October 15th . In your cover letter, please describe how your experience and values align with the mission of Maria College.

Maria College is a nonprofit, independent, coeducational institution which does not discriminate in its enrollment or employment practices for any reason including race, sex, color, national origin, creed, sexual orientation, mental or physical disability, or any other characteristic protected by state, federal or local laws and ordinances. Information about the services, activities and facilities accessible to students or prospective students with disabilities regarding Title 504 may be obtained in Accessibility Services in Mercy Hall at (518) 861-2508; information about the services, activities and facilities accessible to employees or prospective employees with disabilities regarding the Americans with Disabilities Act may be obtained from Rosa Lyn Vazquez, Human Resources Director at (518) 861-2580.

Pay: $20.00 - $22.00 per hour

Expected hours: 15.0 per week

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person