Job Details

Company Description:

When Bay Path opened its doors to students in downtown Springfield, MA in 1897, it had a very clear goal: to provide a practical, affordable, and career-oriented education to meet the needs of companies, organizations, and communities. From the beginning, Bay Path prided itself on being entrepreneurial, constantly pushing the boundaries of the academic experience to fit the student. To start them on the road of success. We still do.

Today, that spirit and philosophy is more important than ever in higher education. At Bay Path, it's not just the number and breadth of undergraduate and graduate programs that defines us-and we have many-but it is our ability to connect the classroom to learning to leadership to experience to career that is at the core of what we do best. We know the work that needs to be done.

Bay Path University, an independent and not-for-profit institution, was named Among Fastest Growing Baccalaureate Colleges by the Chronicle of Higher Education Almanac, and is a member of the Women's College Coalition. With a main campus in Longmeadow, MA and four satellite locations, (East Longmeadow, Sturbridge, Concord, Springfield), Bay Path offers undergraduate, graduate (for women and men) degrees, and professional certificates.

We're committed to preparing our students to navigate a constantly changing world. Whether it is one of our innovative academic programs, groundbreaking online learning platform, or through our Women as Empowered Learners and Leaders initiative, we educate our students in ways that will help them to grow, learn to adapt, and always to flourish. Be part of the change.

We invite you to visit our website at www.baypath.edu where you can learn more about Bay Path University.

Job Description:

• Position Code: AAFWO


• Job Type: Full-time


• Hours: 8:30 am to 5:00 pm


• Schedule: Monday through Friday


• Position Location: On-Ground, East Longmeadow Campus

Job Summary:

The job responsibilities include managing general office functions including mail, email, and telephone communication; database creation and maintenance; organizing fieldwork documentation; planning and organizing inservices/workshops for fieldwork educators and students; and other general office tasks.

Essential Duties:

• Work with Director of Clinical Education and Assistant Fieldwork Coordinator to establish, maintain, and update fieldwork memoranda of understanding as necessary.


• Complete documentation necessary for fieldwork placements, including email and mail correspondence, retrieve signatures on memoranda, complete certificates, and other necessary documents.


• Assist Director of Clinical Education and Assistant Fieldwork Coordinator in the management of fieldwork files.


• Assist in planning and organizing special events for fieldwork educators and/or fieldwork students.


• Create, organize, and maintain student files.


• Manage databases (Canvas, Exxat, CastleBranch).


• General office tasks.


• Answer phone calls; speak with current and/or prospective students; schedule faculty appointments.


• Assist with adjunct faculty contracts and training.


• Assist Director of Occupational Therapy Programs, Director of Clinical Education, and Assistant Fieldwork Coordinator with course scheduling and LMS management.


• Attend department meetings; take and disseminate notes.


• Communicate effectively with students regarding various fieldwork requirements.


• Process book orders.


• Sufficient manual dexterity in both hands to operate variety of office related equipment including; computer, telephone, copier, fax, calculator, and the like.


• Visual ability corrected, to assure accuracy of all documents produced or disseminated from this position.


• Audio ability corrected, to hear telephone, fax and any emergency related alarms such as fire alarm.


• Assist department with work study student supervision.


• Work with department to prepare course materials (scanning, copying, collating, etc.).


• Order and organize office supplies.


• Assist with website information.


• Assist with oversight of departmental budgets, purchasing, and reimbursement.


• Prepare bi-annual/annual fieldwork reports.


• Adhere to HIPAA and FERPA privacy standards.


• Attend meetings and trainings as required by the University.

Requirements:

QUALIFICATIONS:

• High school degree required; Associate's degree preferred with five or more years of experience as an administrative assistant.


• Excellent organizational skills, detail oriented.


• Outstanding written, verbal and non-verbal communication skills.


• Excellent customer services skills to respond to diverse community.


• Outstanding computer skills, including work processing, spreadsheet software and database maintenance using Microsoft Word, Excel, PowerPoint, and other software; experience with Canvas management helpful.


• Ability to effectively prioritize multiple responsibilities and adhere to deadlines.


• Ability to handle confidential information with integrity and discretion and within FERPA and HIPPA guidelines.


• General knowledge of the University's mission, purpose and goals and the role this position plays in achieving those goals.


• Ability to adhere to University policies and procedures.


• Valid U.S. Driver's License.


• Should be committed to a culture of diversity, respect and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones' own.


• General knowledge of the University's mission, purpose, and goals and the role this position plays in achieving those goals.

Additional Information:

Commitment to Diversity and Inclusion
Bay Path University is a diverse community devoted to proactively nurturing a campus-wide culture that promotes and ensures 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.

Bay Path University is a smoke- and tobacco-free community.

All offers of employment are contingent on satisfactory background checking.

Application Instructions:

Applicants for this position should attach a cover letter, resume / curriculum vitae, the contact information for four (4) professional, work related references and any other relevant information pertaining to this position and your candidacy. Please apply online. Faxes and emails will not be accepted.

An Equal Opportunity Employer, Bay Path University is committed to fostering diversity in its student body, faculty, and staff.

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