Administrative Assistant - Higher Education | Boston, MA | 4-Month Contract | Onsite

BOSU3684 Administrative Assistant – Higher Education

Location: Boston, MA Duration: 4-Month Contract Schedule: 40 Hours per Week Work Arrangement: 100% Onsite

Administrative Assistant Job Overview

Sigma Inc. is seeking a highly organized and detail-oriented Administrative Assistant to support a busy academic department in Boston, MA. This position is ideal for candidates with experience in higher education administration, office management, event coordination, scheduling, student services, and faculty support.

The Administrative Assistant will play a key role in supporting departmental operations, coordinating events, managing schedules, assisting students and faculty, and maintaining administrative processes in a fast-paced academic environment.

Administrative Assistant Responsibilities

• Coordinate and support departmental events including Graduation Dinner, Research Day, Lunch & Learns, Guest Dinners, and Class Photo logistics.
• Assist with academic activities including Mock Boards, Course Scheduling, Registrar-related functions, and SLC Scheduling.
• Support accreditation and compliance initiatives, including CODA preparation and documentation.
• Manage student onboarding activities including Kit Distribution, CAGS Orientation, and Research Orientation.
• Coordinate faculty onboarding, faculty packets, faculty reviews, and related documentation.
• Assist faculty with drafting, preparing, and processing Letters of Recommendation (LORs).
• Facilitate resident applicant interview processes and scheduling.
• Maintain departmental calendars and scheduling activities.
• Coordinate room reservations, meeting scheduling, and conference arrangements.
• Support scheduling for Faculty, Academic Affairs, and ISSO meetings.
• Track and process faculty time-off requests.
• Coordinate resident travel arrangements, hotel accommodations, and faculty travel logistics.
• Manage procurement activities including office supplies, research supplies, scrub ordering, and name plate requests through university procurement systems.
• Handle student administrative documentation including SSN-related documentation and VA Scholarship coordination.
• Prepare dashboards, reports, spreadsheets, and departmental documentation.
• Attend meetings and provide administrative support as required.
• Perform additional administrative duties as assigned.

Required Qualifications

• Previous experience as an Administrative Assistant, Academic Coordinator, Program Coordinator, Office Coordinator, Executive Assistant, or Student Services Administrator.
• Strong calendar management, scheduling, and meeting coordination skills.
• Experience supporting students, faculty, or academic departments preferred.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage confidential information with professionalism and discretion.
• Strong attention to detail and customer service skills.
• Ability to work independently and collaboratively in a fast-paced environment.

Preferred Qualifications

• Experience working in higher education, healthcare education, university administration, or academic affairs.
• Experience supporting accreditation, compliance, registrar functions, or student services.
• Familiarity with university procurement systems and academic scheduling processes.