Administrative Assistant I - Framingham State University

GENERAL STATEMENT OF DUTIES:

Reports to the Executive Director of the MetroWest College Planning Collaborative. Responsibilities include administrative duties requiring a significant degree of attention to detail, decision-making, confidentiality, skill, reasoning, ability, understanding, independent judgment, and a customer service orientation. Must be able to interrelate diplomatically and equitably with a diverse group of students, families, faculty, administrators, staff, and external partners.

Please see the Administrative Assistant classification specifications.

SUPERVISION RECEIVED:

Executive Director of the CPC

SUPERVISION EXERCISED:

N/A

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

• Serve as the administrative assistant to the Executive Director and Sr. Director of the CPC.
• Maintain a high level of confidentiality associated with the sensitive nature of the duties and responsibilities of the directors. Has significant access and exposure to confidential information concerning student and family.
• Manage calendar for the Executive Director. Schedule meetings on behalf of the CPC and take meeting minutes; reserve appropriate rooms for meetings as needed.
• Process new hire contract paperwork for all student workers and contracts for the CPC.
• Responsible for all purchasing of office supplies and equipment.
• Administer requisition process for purchases and travel encumbrances and reimbursements for the CPC. Order all supplies needed for the CPC and programs operating outside of the CPC.
• Assist with CPC staff travel/accommodations and reimbursements for expenses.
• Assist with planning and coordination of on campus events, community outreach, and recruitment events outside of campus throughout the year.
• Assist with family communication for various reasons including recruitment, academic progress, field trips, among other.
• Answer inquiries regarding available programs at the CPC and other matters from students, families, faculty, staff, and outside individuals; refer to staff as appropriate.
• Provide administrative support for CPC staff as needed.
• Update online content as instructed.
• Demonstrate sensitivity, kindness, and diplomacy in interactions with others.
• Safeguard personally identifiable information in a secure and confidential manner.
• Set up and maintain databases of various constituencies for outreach, including regional partners, local employers, schools, current students, and/or others.
• Work independently to perform duties and direct inquiries.
• Perform other related duties as assigned.

WORKING CONDITIONS:

Most work takes place in a typical office environment.

MINIMUM QUALIFICATIONS:

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:

• Bachelor's degree
• Familiarity with Microsoft Office Suite and other relevant software
• Strong organizational, communication, and problem-solving skills.
• Compose effective correspondence.
• Previous experience in an academic setting
• Experience with data management systems.
• Ability to maintain compatible and complementary electronic and hard copy filing systems.
• Conversational Spanish or Portuguese language skills

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 union title of Administrative Assistant I. The bi-weekly pay rate is $1969.30 (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 employer.

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

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