Administrative Assistant I

Location
Massachusetts, United States
Salary
Salary Not specified
Posted
Jul 08, 2021
Employment Level
Administrative
Employment Type
Full Time

Company Description:

Framingham State University is a vibrant comprehensive liberal arts institution located in the MetroWest suburbs of Boston, which integrates an academically challenging liberal arts education with workforce preparation programs. Founded in 1839, FSU enrolls about 4,000 undergraduates and 1,200 graduate and professional students. FSU offers 35 bachelor's degrees with 55 specialized concentrations, 63 minors, and 26 master's degree programs, in a highly personalized teaching environment. Our community takes pride in empowering student success by providing a superior education, leading research and innovation opportunities, and a strong first-year experience.

At FSU, we are deeply committed to inclusive excellence, encouraging a supportive, diverse and collaborative learning environment, and providing culturally relevant education. We are honored that our commitment earned FSU six Higher Education Excellence in Diversity (HEED) Awards from INSIGHT Into Diversity and that we are the only public institution in Massachusetts recognized in 2018, 2019, and 2020. FSU is designated as an emerging Hispanic-Serving Institution by the Hispanic Association of Colleges and Universities and also belongs to the Howard Hughes Medical Institute (HHMI) Inclusive Excellence community, providing national leadership in science education and exploring strategies that will lead to more inclusive science education. We encourage applications from those who share our commitment to promoting a diverse, welcoming, and inclusive community.

Our founding motto, LIVE TO THE TRUTH, was said at the end of each class by beloved first principal, Cyrus Peirce, who sought to discover and teach "truth in theory and principle...truth in spirit and motive...truth in manner and form...truth intellectual and truth moral." Principal Bagnall found this motto "speaks of sincerity of spirit...of intensity of effort, of resolution to succeed, of joy in achievement." LIVE TO THE TRUTH continues to guide our institution in practice and endeavor. If you share in this quest for truth and a commitment to living it fully, make the next chapter of your career the best chapter at Framingham State University.

Learn more about our career opportunities at www.framingham.edu/careers.


Job Description:

GENERAL STATEMENT OF DUTIES:

Duties and Responsibilities

  • Serve as a liaison between faculty and other campus departments, providing information about procedures and policies to faculty regarding the business office, printing services, and other campus offices. Administrative assistants are expected to actively seek and convey information on behalf of faculty regarding campus policies and procedures.
  • Serve as primary point of contact for student questions regarding entry into majors and minors, advising schedules, and contacting faculty and distribution and receipt of University forms.
  • Schedule work-related appointments and classroom observations for department chairs.
  • Coordinate and oversee the on-boarding process for new faculty at the departmental level.
  • Oversee office set-up for new faculty, to include coordination of phone and IT installation, furniture orders, and office painting and maintenance if required.
  • Serve as a point of contact for new faculty regarding hiring paperwork, office assignments, parking and ID protocol, and general office procedures.
  • Routinely make clerical updates to the departmental websites, as outlined and directed by supervisors, including adding/deleting faculty as appropriate, arranging for faculty photographs, posting faculty office hours and contact information, removing outdated material and posting additional updates as requested.
  • Coordinate faculty searches by maintaining records, making travel and dinner arrangements for candidate visits, and scheduling room reservations for on-campus presentations and interviews.
  • Coordinate departmental honor society and awards ceremonies, and other departmental events by reserving rooms, arranging for catering, preparing programs and certificates, and assisting with other services as indicated.
  • Manage extensive files related to the departments, services, and personnel.
  • Assist chairs with academic scheduling for upcoming academic year, including gathering schedule requests from faculty, preparing Excel spreadsheets, and preparing reports for Chairs' scheduling meeting.
  • Track budget expenditures, deposits, and transfers. Review all deposits, transfers, invoices, purchase orders, and purchase requisitions to ensure that expenses and deposits are allocated to appropriate funds.
  • Coordinate field trips by collecting and submitting paperwork, processing payments, and arranging for transportation.
  • Provide support, assisting with purchasing materials and paying contractors, for small centers affiliated with academic departments as needed, to include the Mancuso Humanities Workforce Preparation Center.
  • Support other departments as needed.
  • Ensure that building printers and copy machines are sufficiently supplied with paper and toner.
  • Purchase office supplies and academic and teaching supplies using Banner.
  • Assist with distribution, collection, and administration of student evaluations.
  • Prepare contracts/hiring paperwork for contractors and student workers.
  • Process travel paperwork for faculty, including creating encumbrances in Banner.
  • Record attendance for faculty and work-study students.
  • Photocopy and print documents for faculty as needed.
  • Process payments for vendors.
  • Assemble and prepare documents for departmental external reviews and accreditations.
  • Assemble hiring documents.
  • Post notices regarding faculty absences and course cancellations on classroom and office doors.
  • Maintain an office in Whittemore Library three days per week, and in May Hall two days per week.

SUPERVISION EXERCISED:

[N/A

SUPERVISION RECEIVED:

Reports to the Chairs of English and Communication, Media, and Performance Departments.

Requirements:

Requirements:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

PREFERRED QUALIFICATIONS:

Candidates who are bilingual in English and Spanish or English and Portuguese are strongly encouraged to apply.


Additional Information:

This is a full-time 43 week position, non-exempt, benefits-eligible position in the American Federation of State, County, and Municipal Employees (AFSCME) bargaining unit with a title of Administrative Assistant 1 . The bi-weekly pay rate is $1,707.31 (grade 15, step 1). Salary will be applied to weeks worked.

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity/affirmative action employer.

Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.


Application Instructions:

Candidates must apply online by submitting:

  • Cover Letter,
  • Resume/CV,
  • Equity and Inclusion Statement*
  • Names and contact information for three (3) professional references.

*The Equity and Inclusion Statement is an opportunity for candidates to discuss professional skills, experience and/or willingness to engage in activities that would enhance the university's efforts to promote a diverse, equitable, and inclusive community. Equity and inclusion statements will be considered as part of a transparent and comprehensive review of candidate application materials.

For full consideration, please apply by August 6, 2021.

Framingham State University only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you experience technical issues with the online application process, please submit a helpdesk ticket.

Framingham State University understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance, please contact the Human Resources Office at 508-626-4530 or humanresources@framingham.edu.

PI141074682

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