Location: Longmeadow,MA, USA
Job Description:
JOB SUMMARY:
Reporting to the Assistant Vice President for Brand, Marketing and Integrated Communications, the Administrative Marketing Assistant supports the administrative needs for the fast paced marketing and communications division. This position is responsible for assisting with department budget oversight, processing purchase orders, scheduling meetings, creating PowerPoint presentations, preparing excel spreadsheets, drafting communications, organizing meetings and projects and general day to day administrative support. This position works collaboratively with the entire marketing and communications team and works closely with the University's admissions teams as directed by the AVP.
ESSENTIAL JOB FUNCTIONS:
* Provide direct administrative support for the AVP including communications, scheduling appointments and meetings, managing correspondence, booking meeting rooms, and organizing calendar.
* Manage department budgets and requisitions, especially tracking annual financial obligations, and making necessary budget transfers. Troubleshoot for missing information and paperwork needed to process the many transactions that occur in marketing on a daily, weekly, monthly and annual basis.
* Manage marketing credit card account and submit and record receipts in a timely manner and attaches appropriate budget line to expenses.
* Process and send purchase orders, expense vouchers, sponsorships commitments and organizational membership renewals.
* Assist AVP with annual budget preparation, management and modification support.
* Run enrollment reports that will assist AVP in marketing decision making.
* Create PowerPoint presentations and Excel documents as requested.
* Serve as a liaison with other departments and external contacts to provide or gather information to determine appropriate course of action for routine and moderately complex matters within Marketing and Communications.
* Prepare final copies of departmental correspondence (including use of mail merge function) and prepare standard forms.
* Assist with record keeping and required documentation for all marketing activities.
* Draft short news stories and communications as requested.
* Prepare agendas & collect meeting notes, as well as reports or supporting documentation.
* Assist with the institutional social media efforts as needed.
* Schedule photography / videography as needed to support marketing efforts at University events.
* Serve as an additional trained resource in our marketing Project Management tool, Asana.
* Assist with special marketing projects as needed, such as the Women's Leadership Conference marketing and support efforts.
* Performs other administrative duties as needed.
Requirements:
* Associate's degree required; Bachelor's degree preferred.
* Minimum of 3 years' experience with administrative support, in a marketing or fast paced business office preferred.
* Excellent organizational skills, high level of initiative, attention to detail, and multi-tasking ability - all with accuracy.
* Ability to handle multiple assignments with diplomacy, efficiency and effectiveness.
* Experience book meetings and managing calendars in a busy office.
* Superb oral and written communication skills.
* Strong interpersonal skills with demonstrated ability to work effectively with wide variety of internal and external constituents.
* Familiarity with budget management and expense tracking.
* Strong problem identification/solving skills.
* Ability to function with minimal supervision and prioritize work accordingly.
* Excellent customer service skills to respond to diverse community in person and via phone.
* Outstanding computer skills. Microsoft Word, Excel, PowerPoint required. Experience with Google docs, Salesforce, and Asana a plus, but not required.
* Ability to adhere to University policies and procedures.
* Ability to handle confidential information with discretion.
* Should be committed to a culture of diversity, equity, respect and inclusion.
* 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, Equity, and Inclusion
Bay Path University is a diverse community devoted to proactively nurturing a campus-wide culture that promotes and ensures equity, 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.
Application Instructions:
Applicants for this position should attach a cover letter, resume / curriculum vitae, and any other relevant information pertaining to this position and your candidacy. Please apply online. Faxes and emails will not be accepted.
Bay Path University is dedicated to building a culturally diverse and pluralistic faculty committed to teaching and learning in a multicultural environment and strongly encourages applications from minorities, women and all underrepresented backgrounds. An Equal Opportunity Employer, Bay Path University is committed to fostering diversity in its student body, faculty, and staff.
Bay Path University is a smoke and tobacco-free community.
All offers of employment are contingent on satisfactory background checking.
In compliance with the Americans with Disabilities Act (ADA), if you have a disability and require a reasonable accommodation to apply for a position please email us at ...@baypath.edu or call 413-###-####.