Description

Posting Number:
0601248

Position Title:
Administrative Associate

FLSA:
Non-Exempt

Job Type:
Full-Time

Staff Term:
12 Months

Staff Work Schedule (hours/dates):
Monday - Friday, 8:30am - 4:30pm

Academic Year Schedule (dates):


Faculty Term:


Position Type:
Staff

Department:
President's Office

Job Summary/Basic Function:

• Manages and maintains the calendar of the President. Organizes and schedules appointments, meetings and conferences, coordinating necessary materials and communications for the President.
• Key contact for the Advancement, Student Affairs and Admission offices regarding presidential events. Coordinates and processes travel arrangements, itineraries, logistics and materials for the President, as well as reconciling associated expense reports.
• Researches, prepares and edits presentations and other documents.
• Serves as the primary point of contact for the office, greeting visitors, answering and screening telephone calls, and responding to or routing inquiries from students, faculty, staff, and the public.
• Manages incoming and outgoing mail and correspondence. Arranges for the regular and timely pick up of mail; opens and organizes office mail and distributes to the appropriate staff for follow up.
• Provides calendar assistance as needed to the Assistant Vice President for Inclusive Excellence and Community Engagement and the Assistant Vice President for Legal Affairs.
• Maintains organized physical and electronic filing systems and databases for the Office of the President.
• Orders and manages office supplies inventory, research new suppliers, and ensure office equipment is maintained.

• Collaborates and assists with the planning and coordination of President's Office events, and support as needed for Board of Trustees Meetings and Institutional events.
• Works with relevant on and off-campus partners to organize other special events and activities of the Office of the President.

Minimum Qualifications:

• Requires a Bachelor's degree and 3-5 years of relevant experience or an equivalent combination of education and experience.
• Excellent interpersonal skills, ability to work collaboratively and effectively with staff, students, faculty, administrators and other constituencies across campus.
• Strong customer service skills and the ability to manage confidential and sensitive information and situations with diplomacy, tact and discretion.
• Proficiency in Excel and Google tools. Experience and curiosity with technology and willingness to learn new systems.
• Must possess: strong administrative, organizational, planning and analytical skills; high degree of accuracy, timeliness and attention to detail; proven self-starter with the ability to set priorities, adapt and manage multiple tasks simultaneously; work well under pressure and function in a team environment; possess strong problem-solving abilities and be able to exercise independent judgment and initiative as appropriate.
• Ability to effectively communicate both orally and in writing; excellent interpersonal and communication skills.
• Capacity to appropriately handle confidential and proprietary information, and using sound judgment in working with sensitive material.
• Must be able to have some flexibility in schedule including occasional evening and weekends to support key events or meetings.

Preferred Qualifications:

• Experience in executive offices within higher education or similarly dynamic organizations is preferred.
• Advanced Microsoft PowerPoint and Word skills strongly preferred.

Compensation and Benefits:


Physical Demands:


ADA Statement:

Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement:
Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups. Wheaton's core belief is that valuing diversity is pivotal to personal development, intellectual expansion, and societal equity. Our community is united by a shared dedication to equity and access that is essential to providing a transformative education in the Liberal Arts and Sciences.

Posting Date:
11/04/2025

Closing Date:


Open Until Filled:
Yes

Contact(s):
Office of Human Resources

Contact Phone/Extension:
508-286-8206

Contact Email:
careers@wheatoncollege.edu

Contact Fax:


Special Instructions to Candidates:
The federal government and the state of Massachusetts have made the decision to end the COVID-19 public health emergency. Effective June 1, 2023, the college will no longer require COVID-19 vaccinations and boosters for members of our community. Rather, we strongly recommend that everyone stay up to date on their vaccinations, including boosters, as recommended by their health care provider. While we will no longer require COVID-19 vaccinations, we strongly encourage members of our campus community to adhere to public health recommendations for vaccination to protect against COVID-19, as well as influenza and other diseases.

References:


Supplemental Questions:

Required fields are indicated with an asterisk (*).

Optional & Required Documents:
Required Documents

1. Cover Letter
2. List of References
3. Resume

Optional Documents

PI279449476