Administrative Assistant I - Framingham State University

General Statement of Duties: The Administrative Assistant is responsible for supporting the Associate Dean of Continuing Professional Education, Workforce Development, and Community and Lifelong Learning in all aspects of the day-to-day management of professional education, workforce development, and community and lifelong learning programs.

Please review the Administrative Assistant I classification specifications

Supervision Received: Reports to the Associate Dean of Continuing Professional Education, Workforce Development, and Community and Lifelong Learning.

Duties and Responsibilities:

• Supports the Associate Dean of Continuing Professional Education, Workforce Development, and Community and Lifelong Learning in the management of revenues of $800,000 plus annually by generating reports and general bookkeeping duties.
• Provides assistance with off-campus graduate degree cohorts including contractual agreements, billing and student registration.
• Undertakes clerical activities related to off-campus professional development, one-credit online courses and non-credit programs.
• Collates and prepares paperwork for professional development course approval through the Graduate Education Council (GEC) and the allocation of course numbers.
• Assists with the registration and preparation of the Adventures in Lifelong Learning series
• Assist with the preparation of annual contracts for part time faculty
• Perform database search and retrieval functions for DGCE
• Order supplies and equipment for the Adventures in Lifelong Learning series and DGCE courses
• Make clerical changes and post updates to departmental webpages as outlined and instructed by supervisor.
• Assists in the preparation, development and distribution of marketing materials.
• Answers telephone and e-mail queries from professional development students and instructors regarding access to myFramingham and Canvas; assists in resolving FSU system login and navigation problems; refers people to ITS Help Desk and/or Education Technology and Interactive Media Office when necessary.
• Updates Professional Development Course Catalog with all GEC approved courses and changes.
• Interacts successfully with departments on campus including the Business Office, Registrar's Office, Student Accounts Office, IT Services, Print Services, McAuliffe Center, Center for Global Education, and Education Technology and Interactive Media Office.
• Performs administrative activities related to grants, including billing and payments, meeting arrangements, and student registration.
• Assists The Center for Global Education with summer graduate registration, confirmation letters/e-mails, and non-credit PDP certificates.
• Coordinates graduate credit option for several annual in-state and out-of-state K-12 educator conferences to include registration.
• Supports the director with participant registration and payment processing (4000+ students/year)
• Supervises work study students
• Performs other duties as required

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.

Additional Qualifications:

• Excellent writing, interpersonal and organizational skills; computer literacy skills; proficiency with Banner, Argos, and Constant Contact; ability to manage multiple tasks.

This is a full-time, non-exempt, benefits-eligible position in the American Federation of State, County, and Municipal Employees (AFSCME) bargaining unit at the rank of Administrative Assistant I. The bi-weekly compensation rate is (Grade 15, Step 1) $1,707.31.

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.

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