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State of Massachusetts Administrative Assistant I in Boston, Massachusetts

About MassArt: Founded in 1873, MassArt is the first freestanding public college of art and design in the United States. The College excels in the education of professional artists, designers, and art educators and is an integral contributor to the cultural and intellectual life and creative economy of the Greater Boston region, the Commonwealth of Massachusetts, and beyond. Located in Boston's hub of arts and culture along the Avenue of the Arts, MassArt enrolls 2,000 students and offers a comprehensive range of undergraduate and graduate degrees in 18 disciplines, as well as continuing education and youth programs. MassArt strives to be a model of diversity and inclusion; the campus community reflects the layers of cultural and self-identity that proudly make up our region, nation, and world. We respect, value, and celebrate the strengths, characteristics, and perspectives of all and promote an inclusive environment that leverages the unique contributions of each individual, group, and organization into all aspects of our work. Social inclusion at MassArt honors our commitment to diversity & inclusion by recognizing the integrity, contributions, strengths, and value of different cultural, language, and social groups. Social inclusion includes, but is not limited to, race/ethnicity, physical abilities/qualities, disability, gender, sexual orientation, age, religious beliefs, class, educational background, and employment category. Job Description: DEPARTMENT OVERVIEW & POSITION SUMMARY: Serves as the primary Administrative Assistant in Admissions and as first point of contact for prospective students and families via phone, email, and in person. The Administrative Assistant will also act as the liaison between offices including, but not limited to, Business Office, Office of the Registrar, International Education, Technology Department, Housing and Residential Life, Academic Advising, Student Financial Assistance, Continuing Education, Human Resources, etc. to provide information to prospective students and families, and applicants. REPORTS TO: Associate Director of Visitor Experience SALARY: $1,820.73/$47,338.98, Grade 15, Step I This is an AFSCME Union position. To be considered for the position, please apply DIRECTLY to the MassArt employment opportunities page:** ESSENTIAL JOB DUTIES: * Answers and refers calls; greets and directs visitors in a fast paced/high volume department. * Provides information and advises prospective applicants, families, and the general public via phone, email, and in person, regarding admission requirements. * Answers general questions, interpreting admission policies and procedures, and describing MassArt's programs and curricula. * Acts as liaison between prospective families and Admissions staff, providing superior customer service and recruitment support by assisting staff, managers, and other constituents both in-person and over the phone/email. * Oversees the daily schedule of appointments on the Admissions calendar. * Assists the Dean, Directors, and Associate Directors with the scheduling of meetings and appointments. * Assists with data entry of materials received from prospects, applicants and tracks credentials through Slate (CRM) as needed. * Responsible for the voicemail message lines and admissions email inboxes; responds to and/or assigns messages to the appropriate staff or department. * In partnership with the Shipping/Receiving Department and Central Services, prepare and coordinate all mailing materials for off-campus recruitment events such as college fairs and portfolio days. * Maintains a tracking system for packages mailed to each event location. Retrieves and opens office mail and deliveries. * Assists with training of office student workers as needed. * Records and maintains admissions weekly staff meeting notes; organizes and shares the weekly agenda. * Assists in planning Visit Days, Admitted Students Days, and other Admissions events as needed..Assists the Associate of Director of Visitor Experience during events. Participates in Admissions off-campus events as needed. * Performs other organizational tasks as required. REQUIRED QUALIFICATIONS: Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below. I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.* PREFERRED QUALIFICATIONS: * Familiarity with large database systems (For example: experience with Datatel/Colleague and/or Slate) * Interest in being involved in developing systems to provide a better experience for prospective families * Familiarity with a college work environment KNOWLEDGE, SKILLS, AND ABILITIES: * Strong communication and customer service skills, spoken and written. * Able to communicate college policies and procedures to the public * Must be able to work comfortably in a fast-paced student-driven environment * Interest in working with a diverse population of students, parents, and faculty and able to manage interactions in sometimes emotionally charged situations. * Excellent computer skills including accurate word-processing and data entry skills. * Detail oriented and possess superior organizational skills * Must be able to handle multiple responsibilities simultaneously and capable of adjusting to changing or unpredictable circumstances. * Capable of working independently and in a team setting. WORKING CONDITIONS: Ability to type, use a phone, and operate a computer, copier, fax, and other standard office equipment. Must be able to bend, stretch, reach, climb on a step stool and carry up to 20 lbs- in the context of filing, delivering mail, retrieving deliveries of materials, and regular office operations. Additional Information: Please note MassArt does not provide: * Employment-based visa sponsorship or non-student exchange visitor visa sponsorship. * Reimbursement for travel. Criminal Offender Record Information (CORI) check relative to prior criminal convictions and pending cases, as well as Sex Offender Registry Information (SORI) checks relative to prior sexual offenses committed as an adult or juvenile will be conducted on the final candidate prior to an offer of employment. MassArt requires specific written authorization to conduct background checks. Failure to provide such authorization shall preclude your application from receiving further consideration. As a condition of employment, you will be required to have received the COVID-19 vaccination or an approved exemption as of your start date. Details relating to demonstrating compliance with this requirement will be provided during the onboarding process. MassArt provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other legally protected class. MassArt complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the college operates. This policy applies to all terms and conditions of employment. Application Instructions: Please submit a cover letter and resume to be considered. To be considered for the position, please apply DIRECTLY to the MassArt employment opportunities page: *Job: Education *Organization: Mass College of Art and Design *Title: *Administrative Assistant I Location: Massachusetts-Boston-621 Huntington Avenue Requisition ID: 22000E04