Administrative Assistant II, Education and History Departments - Framingham State University

GENERAL STATEMENT OF DUTIES:

The Administrative Assistant to the Chairs and faculty of the Department of Education and the Department of History is supervised and evaluated by the Education Department Chair; the History Department Chair; 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.

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EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

• Serve as the administrative assistant to the Chairs of the Department of Education and the Department of History.
• 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.
• Manage web content for the Departments of Education and History.
• Support Search Committees with the hiring process for full-time day division faculty.
• Assist the Department Chairs and faculty with events, such as induction and awards ceremonies 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 evaluation surveys.
• 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.
• Provide administrative support to the Field Placement Office, the Centers for Early Childhood Education, the Chris Walsh Center, and the data manager in the Department of Education.
• Perform other duties and special projects as needed.

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 include one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutes below.

Substitutions:

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

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 II. The bi-weekly pay rate is The bi-weekly pay rate is $2,034.87 (grade 17, 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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