Project Coordinator/Assistant to Vice Presidents - Berklee College of Music in Boston Massachusetts

Unfortunately, this job is expired as of 12/2/2015.

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Berklee College of Music

Boston, Massachusetts


United States
(818-215)

Categories

Detailed Job Description


The Academic Affairs Project Coordinator/Assistant to the Vice Presidents oversees the general administrative office operations for the Office of Academic Affairs, provides project management and administrative support to the Vice President for Academic Affairs/Vice Provost and Vice President for Academic Affairs-Curriculum and Program Innovation, and as needed, the Senior Vice President for Academic Affairs/Provost and Director of Academic Budget and Administration. The individual serves as the initial and often primary contact for the Office of Academic Affairs, interfacing regularly with faculty, administrators, staff members, and students. The Academic Affairs Project Coordinator/Assistant to the Vice Presidents reports directly to the Vice President for Academic Affairs/Vice Provost.

Essential Duties and Responsibilities

1) Administrative Support: Provides administrative support for the Vice President for Academic Affairs/Vice Provost and Vice President for Academic Affairs-Curriculum and Program Innovation. Typical activities include managing the VP’s schedules, preparing committee meeting agendas and minutes, and completing expense reports. As needed, provides administrative support for the Senior Vice President for Academic Affairs/Provost and, on occasion, the Director of Academic Budget and Administration.

2) Reception: Functions as the initial and often primary contact for constituencies of Academic Affairs, including students, faculty, and administrators. Greets and assists incoming visitors.

3) Project Management and Support: Under the direction of the Vice President for Academic Affairs/Vice Provost, Vice President for Academic Affairs-Curriculum and Program Innovation, or Senior Vice President for Academic Affairs/Provost, manages and/or provides support for projects in the Office of Academic Affairs, including curriculum-related projects, such as the degree completion initiative and curriculum database revision and maintenance; academic equipment and academic facility requests; and preparing the academic calendar.

4) Correspondence: Conducts correspondence, including crafting documents for the Vice President for Academic Affairs/Vice Provost and Vice President for Academic Affairs-Curriculum and Program Innovation as requested. Conducts correspondence for the Senior Vice President for Academic Affairs/Provost as needed.

5) Office Operations and Management: Oversees and manages general administrative office operations for Office of Academic Affairs, including the following activities:

  • Oversees incoming and outgoing mail for the Office of Academic Affairs.
  • Answers the main phone line for Office of Academic Affairs and other lines as requested.
  • Manages the Office of Academic Affairs e-mail account.
  • Oversees faculty dependent tuition waiver requests and faculty tuition reimbursement requests.
  • Administers faculty business card order requests.
  • Oversees and coordinates communications about commencement activities.
  • Maintains various official documents, booklets, and forms for the Office of Academic Affairs; ensures volume and accuracy.
  • Maintains office supplies. Orders and receives orders through master college database (Colleague).
  • Hires and manages work-study student employees, including work schedules and assignments. When appropriate and needed, hires and supervises temporary staff employees.    

6) Assists in maintaining display case outside of the Academic Affairs office.

7) Other duties as assigned.

    

Required Skills

  1. Strong organizational abilities, including demonstrated effectiveness in project collaboration and proven ability to prioritize and accomplish multiple responsibilities.
  2. Excellent communication and interpersonal skills; ability to communicate and interact effectively in writing, in person, and on the phone with a diverse group of persons, including all levels of the college administration, faculty, and staff; necessary discretion to work with confidential information.
  3. Demonstrated capacity to be both self-directed and flexible.
  4. Demonstrated capacity to develop & maintain effective working relationships with individuals & organizations reflecting a broad range of identities, perspectives & experiences.

Required Experience

  1. Bachelor’s degree.
  2. Experience working in a high volume office setting.
  3. Macintosh proficiency required; excellent Apple computer application skills, including experience working with MS Word, Excel, Google apps, Filemaker Pro and other databases, and Powerpoint. Knowledge of Colleague database preferable.

DISCLAIMER:

The above information on this position description has been designed to indicate the general nature and level of work performed by individuals within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.  Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities.  This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

*** Application Instructions Specific to this Position ***

Applicants who are both interested and qualified should submit the following materials:

  • Cover letter addressed to the Office of Academic Affairs that presents the applicant’s capabilities and experiences
  • A resume or CV
  • Contact information for three references

Berklee College of Music is committed to increasing the diversity of the college community and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

Keyword Phrases

  • Project Coordinator/Assistant to Vice Presidents
  • Learning lab for the music of today
  • Cultivating the musicianship of all students
  • Holistic and constantly evolving diversity
  • Program Administrators and Coordinators
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Employment Type:Higher Education Executives
Degree Required: Bachelors
Experience: See Job Description
Salary: See Job Description
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter