Status: Full-time, 12 mos.

Hours: Mon - Friday; 8:30am - 5:00pm

Job Location: Longmeadow

Exempt Yes/No: No

JOB SUMMARY:

The Coordinator & Assistant to the Dean of the School of Management and Technology is responsible for assisting in the development of infrastructure and support for the School's operations, which includes programmatic support. The Coordinator 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:

• Coordination and support for all School of Management and Technology activities.
• Assists the Dean with retrieving, assessing, and integrating financial data for all educational divisions of the University.
• Properly format and disseminate confidential financial information to key University stakeholders to support data-based decision making.
• Maintain the Dean's calendar.
• Scheduling of all School meetings via a shared Google calendar (including Zoom as needed).
• Recording of all School meeting minutes as prescribed by accrediting body, NECHE.
• Prepare, distribute, and maintain all adjunct contracts for courses in the School for six yearly graduate sessions and for Fall/Spring undergraduate semesters.
• Track all course enrollments and process any necessary adjunct contract adjustments.
• Monitor and update workload requirements for all full-time faculty.
• Coordinate logistics and record minutes for bi-yearly meetings of the Cybersecurity Education Advisory Council which includes professional cybersecurity community members from across the country.
• Maintain School and program budgets and assist Dean in annual budget review.
• Project management of NSA Center of Academic Excellence applications, renewals, and post-designation process for cybersecurity programs.
• Collect undergraduate and graduate course syllabi as prescribed by accrediting body, NECHE.
• Maintain computerized databases for departments as needed in order to prepare required reports.
• Coordinate record keeping and required accrediting body documentation and reporting.
• Prepare revisions of handbooks and self-studies or required reports for various accreditations or approvals.
• Process faculty book and supply orders.
• Prepare final copies of departmental correspondence (using mail-merge function) and prepare standard forms.
• Process and send purchase orders, expense vouchers, supply requests and organizational memberships; make arrangements for conferences, including registration/travel/hotel.
• Coordinate professional advisory committee meetings and other meetings with external constituencies: make room reservations, type and prepare letters, information packets and oversee other details.
• Receive telephone calls, take and deliver messages and return calls as requested; initiate/receive faxes as requested.
• Receive, transmit and disseminate mail, including confidential information.
• Photocopy confidential documents and exams, as needed.
• Shred student exams and confidential documents.
• Draft letters and reports accurately and independently.
• Coordinate all office activities including equipment maintenance and office supplies.
• Attend training sessions as required.

OTHER RESPONSIBILITIES:

• Performs other duties and special projects as requested by the 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.

• Associates degree in related field or a combination of education and experience required. Bachelor's degree preferred.
• 3 years of office support preferred
• Experience in general office procedures, practices and use of standard office equipment.
• Demonstrated experience working with department budgets, purchasing, contracts, and vendors.
• Experience working with adjunct faculty helpful.
• Working knowledge of record keeping and accrediting body documentation and reporting requirements preferred.
• Knowledge of FERPA regulations helpful.
• Excellent organizational skills, detail-oriented.
• Excellent communication skills.
• Demonstrated proficiency with word processing, spreadsheet software and database maintenance using Microsoft Word, Excel, PowerPoint, and other software.
• Excellent customer service skills.
• Ability to effectively prioritize multiple responsibilities and adhere to deadlines.
• Ability to adhere to University policies and procedures.
• Ability to handle confidential information with discretion.
• Should be committed to a culture of diversity, equity, respect and inclusion.
• General knowledge of the University's mission, purpose, and goals and the role this position plays in achieving those goals.

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.