Administrative Assistant II - Division of Graduate and Continuing Education

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 Administrative Assistant II will work with the DGCE Associate Deans and Directors in maintaining daily oversight of all graduate courses offered on campus, off campus and online; provide administrative assistance to over 25 Graduate Program Coordinators and Advisors; prepare and disseminate the agenda and minutes of the Graduate Education Council; assist with Commencement, maintain the website for Graduate Studies and its programs, oversee the Graduate Assistantship program, complete surveys and reports to membership organizations such as the Council of Graduate Schools; ensure compliance with the DGCE Collective Bargaining Agreement; answer phones and provide excellent customer service; work with other university departments on issues related to Graduate Studies; prepare correspondence; and perform other duties as needed.

Please see the full classification specifications for Administrative Assistant II.

SUPERVISION EXERCISED:

N/A

SUPERVISION RECEIVED:

Reports to the Associate Deans for DGCE. Direct supervision from the Associate Dean for Continuing Professional Education, Workforce Development, Community ESL and Lifelong Learning.

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

Essential Job Functions:

• Assist the Associate Deans and Directors in daily oversight of the graduate courses offered on campus, off campus and online through the Office of Graduate Studies
• Assign responsibilities to student workers and help to supervise and evaluate their work.
• Coordinate activities and communications with other administrative staff in offices at the University.
• Serve on cross functional teams as needed.
• Prepare and maintain all record keeping for the Graduate Education Council (GEC). This includes, but is not limited to the following:
  • Coordinate and schedule all GEC Meetings for each academic year and reserve conference rooms.
  • Receive and electronically file all Graduate Council Forms.
  • Create GEC agendas based on the submitted proposed program/course changes, student appeals, policy changes and discussion topics.
  • Record accurate minutes for all meetings including attendance and vote counts for each proposed item.
  • Create GEC formal notices based on results of proposed items and submit all course and program changes to the University Registrar.
  • Maintain the Microsoft Teams website and official records of all GEC meetings.
  • Ensure that all graduate curriculum and policy changes are updated on the website and in the graduate catalog.
• Organize, facilitate and schedule all meetings for the Associate Dean of Graduate Studies as needed.
• Compile data and prepare reports and correspondence, as needed, for the Associate Dean of Graduate Studies.
• Assist all Graduate Program Coordinators and Advisors with questions/issues related to their program.
• Schedule all Coordinator/Advisor meetings, including year-end off-site retreat.
• Oversee the Graduate Assistantship Program.
• Update Graduate Studies program's faculty and course cycles on website using percussion.
• Coordinate and distribute newsletter for Graduate Studies.
• Reach out to local school systems as initial contact for TESL Practicum placement.
• Coordinate PBTL Completion Ceremony.
• Making sure grad studies website and website documents are accessible/compliant.
• Processing New Hire paperwork for Part-time faculty.
• Plan the schedule of DGCE course evaluations based on part of term and course durations.
• Work with the IT department to determine which courses require a DGCE course evaluation and the dates the evaluations should be available.
• Schedule emails to be sent to students to inform when course evaluations are available and a 2nd email to remind students when course evaluations are closing.
• Run the summary reports based on part of term and send emailed pdf to office of DGCE for distribution.
• Assist with strategic enrollment initiatives.
• Other duties as assigned by the Associate Dean Graduate Studies.

WORKING CONDITIONS:

Typical office environment. Schedule is Monday - Friday 8:45 - 5:00pm.

Requirements:

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, or (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 a maximum of two years of 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 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 II. The bi-weekly pay rate is $1,908.09 (grade 17, step 1).

It is the policy of Framingham State University that all employees be fully vaccinated against COVID-19, including booster if eligible, 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. Furthermore, FSU employees must wear a mask inside campus buildings.

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, application materials must be received by 5/18/2022. However, applications may continue to be reviewed 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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