Administrative Assistant To The Academic Deans (Two Positions Available) - Framingham State University

Job Description:

GENERAL STATEMENT OF DUTIES:

Reports to the Academic College Deans. Responsibilities include complex administrative duties requiring a significant degree of attention to detail, decision-making, confidentiality, skill, reasoning, ability, understanding, independent judgment, and general knowledge of all departments of the colleges. Has supervisory responsibilities and a customer service orientation. Must be able to interrelate diplomatically and equitably with a diverse group of students, faculty, administrators, and staff.

SUPERVISION RECEIVED:

Academic Deans

SUPERVISION EXERCISED:

Student workers and other support staff as assigned

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

Regular Responsibilities

• Serve as the administrative assistant to two academic deans.

• Maintain a high level of confidentiality associated with the sensitive nature of the duties and responsibilities of the deans. Has significant access and exposure to confidential information concerning labor relations matters, management's position on personnel matters, and advance knowledge of employer's collective bargaining proposals.

• Manage calendar for the deans. Schedule meetings on behalf of the dean and take meeting requests from department chairs, faculty, staff, and others; reserve appropriate rooms for meetings as needed.

• Process the deans' correspondence pertinent to the operation of the Colleges.

• Manage the deans' budgets by completing requisitions, transfers, and monitoring work study accounts.

• Administer requisition process for purchases and travel encumbrances and reimbursements for the deans. Order supplies and work with 10+ departments and centers that require purchasing with a credit card (P-card) for purchases not made via the procurement system.

• Maintain databases for hiring, credentialing, and personnel actions for full-time faculty and create reports from these data for Academic Affairs, Human Resources, the Registrar's Office, and other offices as needed.

• Assist with faculty candidate interviews: travel/accommodations for candidate, lunch reservations, and schedule interview with dean; reimbursements for candidate's expenses.

• Enter time and time off requests in payroll system for Academic Department Chairs.

• Manage College Teams sites.

• Enter faculty credentials in Banner from CVs and official transcripts.

• Assist with onboarding new employees in the Colleges and ensuring systems are updated appropriately.

• Answer inquiries regarding academic policies and procedures and other matters from students, faculty, staff, and outside individuals; refer to other offices and/or departments as appropriate.

• Provide administrative support for faculty fellows and other college leadership as needed.

• Manage social media and web content for the Colleges, serving as editor and writer.

• Update and edit the Faculty Handbook and Faculty Hiring Guide annually to be reviewed by College Deans and Provost.

• Assign, supervise, review, and evaluate the work of student employees and support staff (as assigned).

• Demonstrate sensitivity, kindness, and diplomacy in interactions with others.

• Safeguard personally identifiable information in a secure and confidential manner.

• Manage academic honesty and student disruptive behavior violation processes.

• Set up and maintain databases of various constituencies for outreach, including regional partners, local employers, schools, current students, alumni and/or others.

• Facilitate college advisory board communications, meetings, materials, and outreach.

• Familiarity with Microsoft Office Suite and other relevant software

• Strong organizational, communication, and problem-solving skills.

• Compose effective correspondence.

• Work independently to perform duties and direct inquiries.

• Perform other related duties as assigned.

Cyclical Responsibilities

• Manage student evaluation process.

• Assist with Academic Standing and readmission notification processes.

• Serve as custodian of academic personnel action materials (reappointments, tenure, promotion, and post-tenure review); prepare faculty list of Post-Tenure Review eligible faculty for notification; stay abreast of deadlines and alert faculty of Dean's recommendation for faculty signature.

• Assist the College Deans with major annual events, including Commencement, alumni events, faculty and student events, academic open house events, and admissions events, among others.

• Coordinate annual student Awards & Recognition events ? solicit names from faculty; prepare and send invitations; prepare programs, perform welcome/registration duties.

• Organize annual retreat for academic chairs - reserve retreat center, organize materials provided by deans, and order necessary supplies and food.

• Accountable for ensuring that affirmative action, equal opportunity, and diversity are integrally tied to all actions and decisions in areas of responsibility.

Requirements:

REQUIRED 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, 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.

Note: Educational substitutions will only be permitted for a maximum of two years of the required experience.

PREFERRED QUALIFICATIONS:

• Bachelor's degree

• Previous experience in an academic setting

• Experience with data management systems.

• Ability to maintain compatible and complementary electronic and hard copy filing systems.

• Experience with budget processes.

• Ability to assign, supervise, and review work of student personnel and support staff as assigned.

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 union title of Administrative Assistant II. The bi-weekly pay rate is $2,200.91 (grade 17, 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.

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 (references are not contacted automatically upon submission of application).

• 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, please submit application materials by May 5, 2024. The review of applications may continue beyond that date and until the position is filled, at the discretion of the search committee.

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.