The School of Pharmacy seeks an Executive Assistant to provide advanced administrative support to the Dean and the operations of the School within a cultural of service and accessibility to faculty, students and staff.

• Serves as the initial contact person and first line of communication for the SOP-B
• Provides advanced administrative support for the dean and other administrators as needed
• Triages all communication, contacts, and correspondence with the SOP-B, making independent judgments about which matters to handle independently or refer for appropriate resolution
• Responsible for coordinating and managing the administrative support functions for the SOP-B, including organization of office environment, coordination of workflow, communications with other offices, and management of the dean’s calendar, including appointments and travel schedule
• Oversees and provides primary oversight of the SOP-B budget, including tracking purchase orders; ordering and maintaining office supply inventory; approving purchase requisitions and orders; ensuring office equipment is maintained; managing petty cash
• Responsible for initiating all check requests, travel arrangements, travel reimbursement requests for the SOP-B
• Responsible for overseeing and coordinating the development and distribution of agendas and minutes for meetings convened or led by the Office of the Dean
• Responsible for preparation of meeting minutes and other documents such as student academic standing letters, faculty contracts, and a portion of the annual School report
• Ensures efficient and effective communication with and among constituencies of the SOP-B, which may include faculty, other administrators, students, staff, visitors, and callers
• Responsible for managing and maintaining the SOP-B intranet site to ensure accuracy, currency, and completeness
• Responsible for maintaining confidential files, assuring that contents are current and complete
• Provide assistance in orienting new faculty or staff to the organization including providing assistance to adjunct faculty
• Coordinate annual activities and events such as SOP-B retreats, faculty and student awards, faculty promotion and provisional status reviews, and other such activities as directed
• Responsible for the preparation of itineraries, room reservations, and assisting with coordination of candidate interviews for search committees within the Office of the Dean
• Responsible for arranging and coordinating rooms, catering, and other provisions for school, office division or department’s functions, including university-wide committees and task forces
• Coordinate SOP-B Newsletter production and distribution
• Coordinate administrative assistance duties for PBAS department and Dean of Graduate Studies

Additional responsibilities may be assigned by supervisor.

Required:

• A Bachelor’s degree, or a high school diploma and a minimum of five years of relevant work experience
• Proficiency in the use of MS Office applications, including Outlook, and general office equipment
• Strong interpersonal skills and customer service skills
• Ability to communicate effectively and diplomatically both orally and in writing with employees at all levels within the institution
• Ability to be reliable, punctual and efficient in job performance
• Ability to maintain confidentiality regarding discussions, documents, records, personnel files and student files
• Strong organizational skills; ability to prioritize and to multi-task
• Ability to be detail-oriented and to work with a high degree of accuracy
• Willingness to learn and continually improve performance
• Ability to work independently without close supervision and to demonstrate initiative
• Ability to work effectively in a collaborative and cooperative environment
• Ability to delegate and assign duties and tasks, and to follow through to ensure work is completed in a timely manner
• Ability to promote an environment conducive to respect and accountability at all times
• Ability to project a positive image of the department/program/school and the University.
• Professional appearance and demeanor
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment

Apply
Please attach a cover letter and a curriculum vitae/resume. Finalist candidate(s) for this position will be subject to reference checks and a pre-employment background check as a condition of employment.

MCPHS COVID-19 Policy
We care about the health and safety of our students and employees and have implemented a COVID-19 Vaccine and Testing Policy, requiring employees to be fully vaccinated, boosted. Employees who cannot receive the vaccine because of a medical or sincerely held religious belief may request an exemption.

About Us

Established in 1823, Massachusetts College of Pharmacy and Health Sciences (MCPHS) is the oldest institution of higher education in Boston, a city that is home to many of the world’s top universities and healthcare institutions. We are one of the largest and most highly-ranked schools for health- and life-sciences, and our alumni and faculty continually distinguish themselves in healthcare settings around the globe. MCPHS has more than 7000 students across campuses in Boston’s Longwood Medical Area, downtown Worcester, MA and downtown Manchester, NH. Our vision is to empower our Community to create a healthier, more equitable world, which we strive to achieve through our strategic priorities of collaboration, inclusion, success, sustainability, planning, and support.

We offer competitive salaries and excellent benefits that include a substantial contribution toward the cost of medical, vision, and dental insurance, generous time off, retirement and pension plans, and flexible work arrangements to support work/life balance for our employees while advancing the MCPHS strategic plan.

MCPHS is an equal opportunity employer that celebrates a diverse community. We seek to recruit, develop and retain the most talented people from a diverse candidate pool. All qualified applicants will receive consideration for employment without regard to any characteristic protected by law

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled

Job Type: Full-time

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