The Assistant to the Vice President for Technology Resources provides administrative support, project assistance, budget management, budget reconciliation, general office management, and works closely with the Vice President on sensitive and confidential issues. Serves as the initial point of contact for external parties, prioritizing communications and responding when appropriate, and as the main contact for Technology Resources departments for management of the office. Supervises the workflow of the administrative assistant and student employees.
Essential Duties and Responsibilities
Administrative Support. Manages meeting and appointment schedule for the Vice Attends meetings and takes and creates meeting minutes as needed. Coordinates travel arrangements for the Vice President. Provides or supervises administrative support for the Technology Resources management team.
Budgeting. Provides broad budgetary oversight for departments within Technology Resources area. Assists Vice President and area management with annual budget preparation and long-term budget projections.
Accounting. Maintains records to track spending from centralized accounts throughout fiscal Reviews individual expenses and works with budget managers, vendors, and Accounting to resolve discrepancies. Processes budget transfers and budget change authorizations as needed. Reconciles Vice President’s college purchasing card transactions.
Responsible for the hiring, training, supervision, and performance evaluation of the Administrative Assistant and student employees.
Communications. Refers external contacts to appropriate college contacts and advises of relevant departmental procedures when necessary. Communicates with area staff and management to address and share issues relevant to area, including building access changes, meetings, and general notifications.
Event Coordination. Assists with the planning and coordination of area meetings and large meetings as needed. Coordinates internal and external meetings and appointments for VP, AVPs, and committees. Arranges catering as needed. Manages access to building conference room resources.
Facilities Management. Acts as liaison between Technology Resources and Physical Plant and Public Safety. Effectively communicates with departments on building issues and submits and tracks work order requests as necessary. Works with Public Safety to manage staff, student, and faculty access to 180 and 186 Massachusetts Avenue buildings.
Other duties as assigned.
Personal disposition capable of engaging, hiring, and managing college students to be successful student employees.
Strong written and verbal skills; ability to generate effective reports, meeting minutes, and correspondence. Ability to communicate effectively with external vendors/corporations and internal administrators.
Strong interpersonal and relationship-building skills and experience.
Ability to proactively anticipate needs, carry out tasks accurately and in a timely manner, and take initiative in accomplishing goals.
Process-driven organizational skills with the ability to handle multiple priorities with complete accuracy.
Bachelor’s degree and at least three to five years experience providing administrative support.
Strong organizational and administrative skills. Candidate must be highly motivated and detail-oriented.
Demonstrated ability to exercise professional discretion handling sensitive or confidential information.
Experience managing larger budgets and reconciling budgets on a monthly basis.
Knowledge of modern office equipment technology. Experience in Macintosh environment and office–related software applications (Microsoft Office, Google Applications). Possess the ability to learn new software applications quickly and fully.
The above information on this position description has been designed to indicate the general nature and level of work performed by individuals within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.
External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.
*** Application Instructions Specific to this Position ***
Currently enrolled Berklee students may not apply for staff or faculty positions.
Applicants who are both interested and qualified should submit the following materials:
Cover letter that addresses the applicant’s capabilities and experiences.
A resume or CV.
Incomplete applications will not be considered. The position will remain open for applications until filled.
Berklee College of Music is committed to increasing the diversity of the college community and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.
Berklee provides a diverse and inclusive work environment
We all share a universal love for listening to, and creating music
The mission of Berklee College of Music is to educate, train, and develop students to excel in music as a career. Developing the musicianship of all our students is the foundation of our curriculum. We believe that the lessons and qualities derived from that work?the self-discipline needed for excellence, the empathy required of music making and the openness and inquisitiveness essential to creati...vity?are critical to achievement in any pursuit, musical or otherwise; and that music is a powerful catalyst for personal growth, which is central to any collegiate experience. Founded on jazz and popular music rooted in the African cultural diaspora, our comprehensive curriculum is distinctly contemporary in its content and approach, and embraces the principal musical movements of our time. Through a course of scholarly and practical learning experiences integrating performance and writing, our curriculum covers the variety of influential styles, relevant technologies, and career opportunities open to today's music professional.