Administrative Assistant I

GENERAL STATEMENT OF DUTIES:

The Administrative Assistant I provides general administrative support to the departments of English and Communication, Media, & Performance as well as the General Education program.

For full class specifications, please view Administrative Assistant Series.

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

• Serve as a liaison between faculty and other campus departments, providing information about procedures and policies to faculty regarding the business office, printing services, and other campus offices. Administrative assistants are expected to actively seek and convey information on behalf of faculty regarding campus policies and procedures.
• Serve as primary point of contact for student questions regarding entry into majors and minors, advising schedules, and contacting faculty and distribution and receipt of University forms.
• Schedule work-related appointments and classroom observations for department chairs.
• Coordinate and oversee the on-boarding process for new faculty at the departmental level.
• Oversee office set-up for new faculty, to include coordination of phone and IT installation, furniture orders, and office painting and maintenance if required.
• Serve as a point of contact for new faculty regarding hiring paperwork, office assignments, parking and ID protocol, and general office procedures.
• Routinely make clerical updates to the departmental and program websites and intranet sites (as this functionality becomes available), as outlined and directed by supervisors, including adding/deleting faculty as appropriate, arranging for faculty photographs, posting faculty office hours and contact information, removing outdated material and posting additional updates as requested.
• Coordinate faculty searches by maintaining records, making travel and dinner arrangements for candidate visits, and scheduling room reservations for on-campus presentations and interviews.
• Coordinate departmental honor society and awards ceremonies, and other departmental events by reserving rooms, arranging for catering, preparing programs and certificates, and assisting with other services as indicated.
• Coordinate General Education program events, including retreats and workshops, focus groups, and full campus fora by reserving rooms, arranging for catering, and assisting with other services as indicated.
• Manage extensive files related to the departments, services, and personnel.
• Assist chairs with academic scheduling for upcoming academic year, including gathering schedule requests from faculty, preparing Excel spreadsheets, and preparing reports for Chairs' scheduling meeting.
• Track budget expenditures, deposits, and transfers. Review all deposits, transfers, invoices, purchase orders, and purchase requisitions to ensure that expenses and deposits are allocated to appropriate funds.
• Coordinate field trips by collecting and submitting paperwork, processing payments, and arranging for transportation.
• Provide support, assisting with purchasing materials and paying contractors, for small centers affiliated with academic departments as needed, to include the Mancuso Humanities Workforce Preparation Center.
• Support other departments as needed.
• Ensure that building printers and copy machines are sufficiently supplied with paper and toner.
• Purchase office supplies and academic and teaching supplies using Banner.
• Assist with distribution, collection, and administration of student evaluations.
• Prepare contracts/hiring paperwork for contractors and student workers.
• Process travel paperwork for faculty, including creating encumbrances in Banner.
• Record attendance for faculty and work-study students.
• Photocopy and print documents for faculty as needed.
• Process payments for vendors.
• Assemble and prepare documents for departmental external reviews and accreditations.
• Assemble hiring documents.
• Post notices regarding faculty absences and course cancellations on classroom and office doors.

SUPERVISION RECEIVED:

Reports to the Chairs of English and Communication, Media, and Performance.

SUPERVISION EXERCISED:

N/A

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:

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 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 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.