Office Assistant

Description

About Unity:
At Unity Environmental University we are on a mission tomake environmental education accessible and affordable to all. Our unique model combines a functional hierarchy and project-based structure through our four Sustainable Education Business Units (SEBUs) to promote collaboration and innovation (Distance Education, Sustainable Ventures, Hybrid Learning and the Technical Institute for Environmental Professions). We prioritize our students' needs above all else, offering a variety of modalities, including hybrid, in-person, hyflex, and online. Our innovative and inclusive culture prepares students to tackle real-world challenges and cultivate the next generation of environmental professionals and leaders who can make a positive impact on our world.
 

Our Mission:
We are dedicated to delivering quality education and experiences that produce outstanding environmentally competent professionals and inspire individuals from all walks of life to steward sustainable ecosystems.
 

About Distance Education:
Distance Education provides an entirely asynchronous, online learning experience that adapts to the unique circumstances of each student. Our fully accredited bachelor's and master's degree programs, as well as non-degree credits, empower learners to shape their own educational journey. With 8 five-week terms for undergraduates and 5 eight-week terms for graduate students, our model offers unparalleled flexibility. You can learn at your own pace, and take breaks as needed. By using your everyday environment as your laboratory, you'll integrate your studies into your daily life. This makes our education ideal for busy professionals who seek to advance their careers while still honoring their commitments. We are committed to empowering our students to become the changemakers our world needs, wherever they are.



The Opportunity:
The Distance Education Office Assistant will assist with the daily running and procedures of the Distance Education offices to ensure organizational effectiveness, efficiency, and safety. The Office Assistant is responsible for streamlining administrative procedures, will provide back up support to the Operations Manager for budget and purchase orders, scheduling meetings, managing the conference room, assisting with travel arrangements, inventory of office supplies, maintaining office equipment, handling mailings, greeting and directing visitors, receive incoming phone calls, work with outside vendors, and other various taskings related to the office space and facilities.

The Distance Education Office Assistant supports the Operations Manager directly as well as academic and administrative staff as necessary. This position requires a proactive and energetic professional who does not mind wearing multiple hats and is experienced in handling a wide range of administrative and executive-support related tasks while being able to work independently with little or no supervision. The Distance Education Office Assistant needs to be well organized, flexible and enjoy the administrative challenges of supporting an office with ever-changing tasks.
 

Day to day responsibilities:

• Creates and maintains interrelated administrative, confidential, and legal filing systems and records, including, but not limited to, historical and legal records of the SEBU, correspondence, student, faculty, and vendor correspondence.
• Prepares correspondence for Distance Education by composing letters and/or memos; taking minutes as needed; and sets up travel arrangements.
• Manages relationships with vendors, service providers and the landlord.
• Maintains confidentiality and exercises discretion with private and/or sensitive information.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion.
• Performs a wide range of advanced clerical duties related to the operation of the office; serves in a liaison and/or resource capacity on projects and assignments.
• Organizes and maintains Distance Education policies and handbook updates.
• Provides liaison functions between staff at all levels, and members of the public who contact the office.
• Point person for maintenance, overall office appearance, mailing, shipping, supplies, equipment, and errands; schedules meetings and conferences, sets up appointments.
• Responsible for the maintenance of office equipment, including the copier, standing desks, fax, etc.
• Assists with the overall responsibility for the facilities day-to-day operations (such as distributing building access keys, etc.).
• Participates as needed in recruitment and retention efforts or new projects.
• Pro-actively communicate challenges, successes, and failures with leadership.
• Other duties as assigned.

Qualifications

Do you have the skills?

• Bachelor's degree, or Associate’s degree with a minimum of two years experience in performing professional level work that would demonstrate the skills, knowledge, and ability needed to fulfill the duties assigned to the position. Knowledge of modern executive office management, practices procedures and equipment.
• Must exhibit enthusiastic support or passion for the environmental mission of the University.
• Ability to embody both internal and external marketing and communications and conduct self professionally.
• Ability to prepare and maintain accurate and complete records and files.
• Ability to interpret and apply a variety of rules, regulations, statutes, policies, and procedures relating to the Distance Education operations.
• Ability to maintain the highest confidentiality of information and materials.
• Team player with the ability to establish and maintain cooperative working relationships with coworkers, staff, faculty, and administrators.
• Ability to exercise good judgment and discretion analyzing and resolving confidential, difficult, and sensitive situations.
• Ability to communicate effectively both orally and in writing.
• Knowledge of and proficiency in the utilization of standard office productivity software programs (e.g., MS Word, Excel, Access, PowerPoint, email), personal computers, and the Internet. Knowledge of Microsoft Office suite.
• Understanding of, and sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of Unity Environmental University’s students, faculty, and staff.
• Ability to function effectively within a matrix organizational structure, maintaining open lines of communication while being discreet, courteous, and well poised.
   

Are you contemplating the job but uncertain if you should apply? We encourage you to reach out to us regardless. At our company, we acknowledge that not everyone begins their professional journey with equal advantages, opportunities, or privileges. Therefore, we value your unique skills and experiences. Take a chance and submit your application; you may be precisely the individual we're searching for!
 

Location: Pineland Farms, New Gloucester, Maine
Just a half hour from Portland, Unity Environmental University Headquarters, Unity Environmental University Distance Education, The Technical School for Environmental Professions, and the School of Environmental Business & Sustainable Ventures are based at the Pineland Farms campus. The facilities are within easy access to one of the fastest-growing cities for startups in the country.

Work Schedule:
Work hours are specific to the requirements of this position and can include days, evenings, weekends. Working extended hours may be required as needed andUnity Environmental Universityemployees must be flexible and cooperative in fulfilling their responsibilities while meeting the College’s needs.

Although at Unity Environmental UniversityEnterprise employees are generally scheduled to work at their base location, there are times when travel is necessary and employees are required from time to time to attend events, meetings or work temporary assignment at any Unity Environmental Universitylocation.
 

Physical Demands:
While performing the duties of this job, it is regularly required to sit and talk or hear. The employee is occasionally required to stand or walk. The employee must occasionally lift and/or move up to 20 lbs. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The use of either hand for repetitive movements such as grasping, grasping, and turning, and fine manipulation is required as is the ability to use the telephone for internal and external communications.
 

Company Perks:
Unity Environmental University offers a comprehensive and competitive compensation and benefits package for its faculty and staff. Benefits for eligible employees include:

• Paid holidays off
• 4 weeks of PTO
• Medical, Dental, and Vision Insurance
• Short- and Long-term disability
• Life Insurance
• Retirement Plan with up to 8% match
• Relocation Assistance