Business Assistant - Health Science Center at Bay Path University – East Longmeadow, Massachusetts

JOB SUMMARY:
The Health Science Center (HSC) Business Assistant is critical to the smooth operation of the HSC and interacts regularly with potential and current students, faculty, staff, and external guests.
This position is a fourteen (14) hour position, 8:30AM-4:30PM, two days a week. This person is responsible for providing IT, administrative, and general office support to those in the Ryan Health Center during assigned weekdays 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 and staff with oversight of campus operations during scheduled hours.

QUALIFICATIONS AND SPECIAL SKILLS:
The HSC Business Assistant must possess excellent communication and office skills, be pleasant and engaging, multitask, be team-oriented, and strive to resolve challenges as they arise. As a front-line representative of the HSC, the HSC Business Assistant must possess knowledge of HSC departmental functions and be supportive of and passionately believe in the University’s mission.

ESSENTIAL JOB FUNCTIONS:

• Oversee and support the daily operations of the HSC
• 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 before each class, and ensure that computers and related IT equipment are operational, especially in high-tech rooms if needed.
• Break down technology and presentation set-ups at the end of the day and store and secure as required.
• Provide IT assistance as needed throughout the shift.
• Provide excellent customer service to students, faculty, and staff.
• Photocopy documents (may include confidential information) as needed.
• Be aware of FERPA and HIPAA regulations in handling confidential information
• 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.
• Communicate with Campus Public Safety and 911 when needed.
• Assist with maintaining the smooth operation of the HSC facility, including monitoring IT equipment (e.g., PCs and printers) with the ITS department. This person in this position will be trained to troubleshoot PC, AV, and printer issues, act as the first line of defense if such problems arise, and collect and report facility-related problems in a timely fashion to the appropriate University staff.
• Perform other duties and accept additional responsibilities as requested by the departmental supervisor.
• Complete administrative tasks requested by BPU staff and/or faculty.
• Provide assistance and guidance for mail and package deliveries made to HSC.
• Adhere to University policies and procedures and work 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 Resources Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including termination.

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 the mission requirements of the HSC and cooperation of all personnel is expected to carry out the mission.

QUALIFICATIONS:

• High School graduate or GED.
• Ability to troubleshoot IT issues related to computer hardware and software, as well as presentation equipment.
• Ability to work independently and effectively problem-solve.
• Able to work with confidential material with integrity and discretion.
• Ability to report to work on time for scheduled work shifts.
• Detail-oriented with excellent organizational skills.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to prioritize multiple responsibilities and adhere to deadlines.
• Excellent computer skills, including word processing, Publisher, PowerPoint, and Excel.
• Excellent customer service skills.
• Ability to handle confidential information with discretion.
• Valid 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.
• Ability to adhere to University policies and procedures.
• Ability to establish and maintain effective working relationships with all members of the University community including students, faculty, staff, and administrators.
• 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.