Office Administrator

THE OPPORTUNITY
The Office Administrator provides general administrative and operations support for the Babson Boston Campus, 100 High St., Boston, MA and the Director, Boston Campus Management. Specific responsibilities include routinely interacting with multiple constituencies from Babson's community (i.e., faculty, staff, students, alumni) as well as all external visitors to the Boston campus and stakeholders within the Corporate and Engagement teams; reviewing/approving scheduling requests for all programming activities at the Babson Boston campus; and facilitating all routine office functions, including administrative support for Babson Boston staff in addition to special projects as needed. Supports the Corporate Engagement team in the operations, logistics, and coordination of programs.

WHAT YOU WILL DO

Serves as the first point of contact for the campus which includes greeting and receiving all visitors; ensuring proper sign-in procedures are followed; answering and screening phone calls, referring individuals to appropriate staff; and ensuring accurate and timely assistance in all matters.

Provides overall administrative support to the Babson Boston staff including but not limited to maintaining schedules and the Boston campus master calendar; organizing work; creating documentation of various processes; opening and forwarding mail; relaying messages; maintaining files; monitoring equipment; and assessing and ordering supplies.

Assists in the coordination of the Babson space and the Corporate Engagement team's programs portfolios including registering applicants; ensuring faculty are paid on time; maintaining contracts, providing documents and class materials in advance of sessions; coordinating session logistics (in person and virtually); learning and virtual programming platform management (Webex, Zoom, Cvent); managing Webex breakout rooms; and assisting with the administration of participant surveys.

Oversees all Babson spaces at 100 High Street including providing general information on room availability using EMS reservation system and approving requests; replenishing cafe/kitchen supplies; ensuring general cleanliness of all rooms; and ensuing all furniture is properly arranged in standard layouts.

Assists the Babson community and guests with appropriate access to classrooms, conference room, and lounge spaces; communicates regularly with Babson's Public Safety on Babson One Card permissions to the Boston campus.

Performs initial risk assessment for all ancillary events; prepares all contracts and facilitates receipt of Certificates of Insurances (COIs), as necessary.

Maintains daily metrics for bi-weekly dashboard (via Salesforce); writes and types correspondence, reports, and other materials for own or supervisor's signature; and proofreads and edits copy generated by supervisor and others.

Oversees maintenance of computer equipment in classroom and staff offices, interfacing with IT for problem resolution, and revising existing or creating new processes for maximum efficiency; creates and manages electronic and paper filing systems and databases including retrieval of information, supervision of data entry, and may also assist with updates to department website.

Manages the department email account, responding to all emails in an appropriate and timely manner.

Monitors and assists with the budget preparation, record keeping, and reconciling monthly p-card statements.

Under the guidance of the Director and Vice President, may assist in the development and maintenance of business development opportunities in support of overall growth and retention efforts across the various programs and teams.

May manage the Director's calendar and assist with travel arrangements as needed.

Assumes additional responsibilities as required.

YOUR TEAM WILL INCLUDE
N/A

WHAT EDUCATION AND SKILLS YOU WILL NEED

High School Diploma
A minimum of 3-5 years of previous experience in general office administration.
Ability to present a positive and professional demeanor at all times.

Must have strong organizational, interpersonal, customer service, and communication skills, and must be able to maintain a high degree of confidentiality at all times.

Ability to successfully perform multiple tasks and balance multiple priorities is essential.

Must have a thorough knowledge of MS Office (Word, Excel, Power Point, etc.) and proficient social media skills.

Ability to work with ethnically, culturally, and socially diverse students, staff, faculty, trustees, visitors, and other constituencies.

Must have basic supervisory skills.

Ability to envision and propose new methods to perform tasks that support Entrepreneurial Thought & Action; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.

Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.

HOW AND WHERE YOU WILL WORK
Requires work onsite 5 days a week at the Boston, MA campus location; the on-campus requirement is subject to modification based on organizational need.

ADDITIONAL SKILLS YOU MAY HAVE

Experience with Workday, C-vent, and/or Salesforce preferable.

About Us

Babson College is a world-class business school, empowering entrepreneurial leaders to create great economic and social value - everywhere. Here you'll find a collaborative, collegial team environment designed to include and motivate every individual. It's a rewarding and invigorating workplace - an exciting launch pad for anyone who wants to make a real impact in higher education. We provide everything you need to achieve your goals, including learning and development opportunities, outstanding benefits, rich rewards, wellness programs, and a genuine dedication to creating a diverse, multicultural and inclusive community.

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