Administrative Assistant

Aston Carter • Chicopee, MA • 3h ago

Position Summary

The Administrative Assistant serves as the primary point of contact for campus visitors, including prospective students and their families. This role requires a professional, courteous, and efficient approach to all interactions. The position also provides administrative support to campus leadership and departments such as Admissions and Educational Funding.

Responsibilities

Provide general clerical and administrative support to campus staff

Greet visitors and prospective students, manage sign-in process, and issue visitor badges

Answer and route calls using a multi-line phone system

Follow established protocols and procedures

Prepare written responses to routine inquiries

Manage incoming and outgoing mail and packages

Enter and receive orders in internal systems

Order supplies for academic programs and students

Distribute student electronics and maintain pickup records

Maintain inventory of front office supplies

Organize and maintain electronic student files

Scan and upload educational documents

Run weekly attendance reports and notify leadership of students nearing 14-day absences

Conduct follow-ups on absence reports to support outreach or withdrawal processes

Respond to third-party education verification requests with proper documentation

Maintain confidentiality of student records

Prepare reports, enter data, and organize documents

Maintain agency reports

Assist with project-based tasks

Support orientation and graduation preparation, including diplomas and certificates

Generate student correspondence

Coordinate vending machine maintenance

Perform other duties as assigned

Qualifications

Experience:

1-2 years of administrative, office management, or front desk experience

Skills

Proficiency in Microsoft Word, Excel, PowerPoint, and internet navigation

Strong verbal and written communication skills

Ability to manage multi-line phone systems, including paging and voicemail transfers

Professional demeanor and appearance

Excellent organizational and prioritization skills

High attention to detail and accuracy

Adaptability and flexibility in a dynamic environment

Team-oriented mindset

Ability to maintain confidentiality

Job Type & Location

This is a Contract to Hire position based out of Chicopee, MA.

Pay and Benefits

The pay range for this position is $17.00 - $20.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Chicopee,MA.

Application Deadline

This position is anticipated to close on Nov 26, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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