Business Assistant - Health Science Center (Par...

Job Summary :

The Health Science Center (HSC) Business Assistant is critical to the smooth operation of the HSC and has constant interaction with potential and current students, faculty and staff;

alumni and donors' and external guests of the HSC.

The Business Assistant is responsible for providing IT, administrative, general office support, to the faculty, students and staff on days / evenings and Saturdays / Sundays when classes / sessions are in progress.

The Business Assistant acts as a representative of the University providing excellent customer service. This position assists the East Longmeadow faculty / staff in the operations oversight of the campus during scheduled hours.

Qualifications and Special Skills :

The HSC Business Assistant must possess excellent communication and office skills; is pleasantly engaging; is able to multi-task;

is team-oriented; and strives to resolve challenges when they arise. As a front-line representative of the HSC, the HSC Business Assistant must possess knowledge of HSC departmental functions and is supportive of and passionately believes in the University's mission.

Essential Job Functions :

Receive and transfer telephone calls on the HSC's main switchboard efficiently and accurately to the appropriate staff or faculty member in a professional and pleasant manner.

Takes messages when necessary.

• Start computers and set-up technology and presentation equipment in all related classrooms prior to the beginning of each class and ensure that computers and related IT equipment are operational, especially in high technology rooms, if needed.
• Break down technology and presentation set-ups at the end of the day, store and secure as required, if needed.
• Provide IT assistance throughout the shift as needed.
• Provide excellent customer service to students, faculty and staff.
• Photocopy documents (some confidential information) as needed.
• Respond to student questions and concerns in a professional and empathetic manner. Refer students to proper resources as needed.
• Greet visitors in a friendly, welcoming, and professional manner.
• Is familiar with all facets of the HSC facility and its operations and provides general supervision and support of the facility.
• Monitors life safety systems including fire alarms, elevator alarm, video

surveillance system and communicate with Campus Public Safety and 911 when needed.

• Provide receptionist / switchboard coverage.
• Assist with maintaining the smooth operation of the HSC facility including the following : assist ITS department in monitoring IT equipment including PC's and printers, will be trained to trouble shoot PC, AV and printer issues and act as first line of defense if such problems arise;

collect and report facility related problems in a timely fashion to appropriate University staff.

• Perform other duties and accepts additional responsibilities as requested by departmental supervisor.
• Complete administrative tasks requested by BPU staff and / or faculty.
• Provide assistance and guidance for deliveries made to HSC.
• Adhere to University policies and procedures and works cooperatively with other University departments across all locations.
• Must be willing to drive to other locations and / or Bay Path campuses and as needed for pick up or delivery of materials or other University related items.
• Be able to respond to emergency procedures, if needed.
• Attend training as required.
• Perform any other duties or tasks as assigned by the University.

Other Responsibilities :

• May be called upon to assist with emergency situations in a professional and effective manner.
• If you operate a university owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual.

Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status.

You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor.

Failure to do so can lead to disciplinary action, up to and including terminations.

This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position.

However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and / or other duties at alternate locations to meet mission requirements of the HSC and cooperation of all personnel is expected to carry out the mission.

Requirements :

• High School graduate or GED required.
• Willingness and ability to work days / evenings and weekends, Saturday's and Sundays required.
• Willingness to be alone in building.
• Ability to troubleshoot IT issues related to computer hardware and software, as well as presentation equipment.
• Ability to work independently and effectively problem-solve.
• Ability to report to work on time for scheduled work shifts.
• Detail orientated with excellent organizational skills.
• Excellent verbal, written, communication and interpersonal skills.
• Ability to prioritize multiple responsibilities and adhere to deadlines.
• Excellent computer skills; working knowledge of Microsoft Office products including Word, Publisher, PowerPoint and Excel.
• Excellent customer service skills.
• Valid U.S. driver's license.
• Must successfully pass the online safe Driving Course (within 15 days of hire) and driving record check at time of hire and annually thereafter.
• Willing to work evenings and / or weekends.
• Should be committed to a culture of diversity, equity, respect and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones' own.
• Ability to adhere to University policies and procedures.
• Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.
• All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.
• General knowledge of the University's mission, purpose and goals and the role this position plays in achieving those goals.
• Must adhere to University COVID-19 testing, symptom tracking and all other COVID protocols established by the University.

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.