Administrative Assistant I, Political Sci and Sociology/Criminology Depts

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:

The Department Assistant to the Chairs and faculty of the Department of Political Science, Law, & Global Studies and the Department of Sociology & Criminology is supervised and evaluated by the Chair of the Department of Political Science, Law, & Global Studies; the Chair of the Department of Sociology & Criminology; and the Dean of the College of Education and Social & Behavioral Sciences. The successful candidate must enjoy working with more than two dozen diverse faculty in a very busy atmosphere. The successful candidate must possess excellent verbal and written communication skills and must pay attention to detail. The successful candidate must be able to multi-task and to respond effectively and efficiently to many requests for assistance. The successful candidate will also interact with students, other University staff and administrators, along with outside vendors.

For complete class specifications, please click here.

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

• Serve as the administrative assistant to the Chairs of the Department of Political Science, Law, and Global Studies and the Department of Sociology & Criminology.
• Manage extensive files related to the departments, services, and personnel.
• Maintain a high level of confidentiality associated with the sensitive nature of duties and responsibilities of the Department Chairs. Has access and exposure to confidential information such as personnel actions, student evaluations, Chairs' and Peer Evaluation Committee evaluations.
• Assist Department Chairs with annual personnel actions for full-time faculty.
• Coordinate and schedule Chairs' classroom observations of full-time faculty and visiting lecturers, including creating and maintaining an Excel spreadsheet to track when visiting lecturers have to be observed.
• Assist Chairs with academic scheduling for upcoming academic year, including gathering schedule requests from faculty, preparing Excel spreadsheet, and preparing reports for Chairs' scheduling meeting.
• Manage the budget by tracking expenditures in Excel spreadsheet.
• Update web content for the department, as instructed by supervisor, Chair, program coordinator or other content owner.
• Support Search Committees with the hiring process for full-time day division faculty.
• Assist the Department Chairs and faculty with annual events, such as induction and awards ceremonies, the Moot Court Tournament, the Boston Area United Nations Conference, simulations for courses, and field trips. This may entail reserving rooms, reserving buses, purchasing tickets, and placing catering orders.
• Purchase office supplies and academic and teaching supplies using Banner.
• Manage and assist with distribution and collection of student evaluations (SIR Reports).
• Prepare and manage contracts/hiring paperwork for contractors.
• Process travel paperwork for faculty, including creating encumbrances in Banner.
• Responsible for attendance for faculty and work-study students.
• Provide onboarding assistance for new faculty, such as, submitting online request forms to IT and Telecommunications relating to office moves, laptop and phone assignments, removal of outdated computer and office equipment.
• Maintain office equipment, such as copiers and printers, and schedule repairs as needed.
• Photocopy for faculty as needed.
• Interview, hire, and supervise work-study students.
• Create and maintain faculty mailboxes, update faculty directory, and distribute mail and packages.
• Perform other duties and special projects as needed.
  

Requirements:

MINIMUM QUALIFICATIONS:

Applicants must have at least (a) three 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:

1. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
2. 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.*
3. Knowledge of Microsoft Word, Excel, and Outlook.

*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.

Additionally, preference is given to candidates with the following qualifications:

• Knowledge of Banner.
• Strong writing skills.
• Ability to handle multiple tasks at once.
• Ability to communicate effectively.
• Ability to remain calm and professional in a busy work environment.

Additional Information:

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).

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 best consideration, apply by April 21, 2023. However, review of applications may continue until the position is filled.

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.

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