Administrative Assistant Miller Center of Hebrew College

Miller Center Administrative Assistant (PT) – Hebrew College, Newton, MA

Join the vibrant and impactful team at the Betty Ann Greenbaum Miller Center for Interreligious Learning & Leadership of Hebrew College! Established in 2016, the Miller Center is dedicated to equipping current and future religious and ethical leaders with the crucial knowledge and skills needed to thrive and serve effectively in today's religiously diverse society. We foster learning and collaboration among a wide range of individuals, including clergy, academics, communal leaders, and students from high school through postgraduate and seminary programs.

The job includes:

Scheduling & Director Support:

• Proactively manage the Director's calendar, including scheduling appointments and ensuring it remains up-to-date.
• Provide timely follow-up for scheduled appointments, including sending reminders and Zoom links as needed.
• Make all of the Director’s travel and accommodation arrangements
• Support Director in completing contracts for his internal and external teaching engagements.

Team Support:

• Distribute the weekly staff meeting agenda
• Attend weekly staff meetings, manage hybrid meeting technology setup
• Prepare and distribute a clear and concise summary of action items following each staff meeting.
• Maintain the organization and upkeep of electronic files on the Miller Shared Drive and the Miller Center Secure drive.
• Collaborate with the HR Director to draft hiring letters for new employees and annual consulting letters, including obtaining all necessary approvals and signatures.

Development Support:

• Attend bi-weekly Miller Center development meetings.
• Provide administrative support to the Director in fundraising follow-up activities.
• Review monthly Gifts Reports to assist the Director in tracking fundraising progress.
• Prepare and provide materials as requested by the Director and the HC Grant Manager for grant submissions. 

Business Office & Budget Support:

• Process all Miller Center check requests, purchase orders (POs), and credit card charges, ensuring accurate paperwork, obtaining necessary approvals, and submitting them to the business office.
• Oversee the timely payment of stipends, honoraria, and monthly consultant invoices
• Manage the submission of contracts for the approval of program retreat spaces.
• Serve as a point of contact for communication with the development and business office regarding the appropriate coding of incoming gifts and grants.

Other Responsibilities:

• Manage communications related to the Miller Advisory Council, including sending meeting notifications (with agendas), special notices, and invitations on behalf of the Director and the college.
• Perform other administrative duties and provide support as needed to ensure the smooth running of the Miller Center.

Qualifications: 

• Bachelor's degree or equivalent required 
• Exceptionally organized, detail-oriented and able to manage multiple complex tasks
• Excellent interpersonal communication skills, especially across all levels of the organization, and pleasant demeanor
• Flexible work style with the ability to work under tight deadlines and shifting priorities 
• Motivated self-starter capable of working independently as well as within a team environment 
• Familiarity tracking donations and accounts payable requests.
• Proficient in Microsoft Office applications 
• High level of professionalism with the ability to maintain sensitive and confidential information

If you are a highly organized and detail-oriented individual looking to contribute to a meaningful mission, we encourage you to apply.  Please send a cover letter and current resume to:  [email protected] .