Administrative Assistant I - Institutional Effectiveness - Framingham State University

The Administrative Assistant I will provide administrative support in connection with assigned unit activities such as office services, records control, agency personnel services, maintain liaisons with others, review and analyze data concerning assigned activities, etc. for the Office of Institutional Effectiveness.

For full class specifications, please view Administrative Assistant Series.

Supervision Received: Reports directly to the Assistant Vice President for Strategic Planning, Assessment and Accreditation and the Associate Director of Institutional Research.

Supervision Exercised: Supervises contractors & work study students, when applicable.

Responsibilities:

• Schedule, organize, and coordinate meetings (take minutes as needed).
• Oversee event planning and all arrangements within.
• Handle staff travel reimbursements, general encumbrances, requisitions, invoices, and payments.
• Oversee and coordinate mailings (mass mailings and email correspondence).
• Help maintain web pages for areas of supervisors.
• Reviews and analyzes data concerning assigned unit activities in order to improve work methods, determine progress, and revise established procedures and/or to provide information to superiors.
• Assist with creating reports, data validation, formatting and proofreading documents and data.
• Assist with collecting various types of data from departments, faculty, staff and students
• Coordinate and complete all external guidebook and marketing survey requests.
• Respond to inquiries in order to provide information concerning assigned unit activities.
• Perform related duties such as compiling data for use in reporting assigned unit activities.
• Scrub course/faculty and student information from multiple data types including qualitative and quantitative.
• Data entry and document creation and coordination.
• Scan, index and maintain electronic documents and reports.
• Participate in development of new processes and implementation of new systems.
• Enter responses from studies and surveys into appropriate databases.
• Order supplies and maintain inventory.

Minimum Entrance 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, data management, organizing events, 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:

Experience with Banner, Qualtrics, Canvas, Adobe creative suite, and basic HTML.

This is a full-time, non-exempt, benefits-eligible position in the American Federation of State, County, and Municipal Employees (AFSCME) bargaining unit with a title of Administrative Assistant I. The bi-weekly pay rate is $1,820.73 (grade 15, step 1).

It is the policy of Framingham State University that all employees be vaccinated against COVID-19 before they begin employment. Proof of the COVID-19 vaccine is required of all individuals hired by FSU, to be verified after a verbal offer of employment has been accepted, and before employment begins. Prospective employees may submit a request for a medical or religious exemption to the COVID-19 vaccination requirement to Human Resources.

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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