Administrative Assistant II

Job Description:

General Statement of Duties and Responsibilities: A key member of the student engagement team, the Administrative Assistant II supports the daily operations for the Office of Student Engagement and Campus Center. A front-facing, student-centered role, this position's key responsibilities include handling high-volume front-line inquiries, providing operational support across university channels, and assisting with budget monitoring and procurement for departmental budgets and 55+ active student organizations. This position provides high-quality, professional administrative support to departmental staff as well as clubs and organizations. The Administrative Assistant II collaborates with partners across campus and external vendors to help enhance the student experience and to ensure compliance with university policies and procedures.


Office Operations
1. Serve as a front-line customer service assistant for the Office of Student Engagement, including, but not limited to: greeting constituents, ordering office supplies, answering phones, distributing the mail, completing paperwork, pointing students with questions in the right direction, and maintaining important and sometimes confidential records.
2. Assist and support the professional staff in daily operations, special projects, etc.
3. Build, maintain collaborative relationships with university partners to support operational functions (Finance, Capital Planning and Maintenance, University Police, Student Accounts, Personnel Services, etc.)
4. Manage staff and student travel plans, including flight, hotel, food, and ground transportation.
5. Provide administrative assistance for new student orientation, including, but not limited to nametags, registration, ordering supplies, and providing updated student rosters to the Associate Director for Student Engagement and Campus Center.
6. Assist the Coordinator of Programming and Student Engagement on publicizing office programs and services through the weekly event log, university website, Falcon Flush, and social media.
7. Support assessment efforts as directed.
8. Participate in developing plans, policies, and procedures in the Office of Student Engagement.
9. Collaborate with the Student Engagement team to offer campus wide events (i.e. Rock the Block, Golden Pumpkin, Care and Share, Hot Dog Day, Spring Week, etc.).


Club & Organization
1. Serve as the staff lead for facilitating club & organization treasurer training with the Student Government Association Treasurer.
2. Provide training and resources to all club and organization advisors regarding budgetary obligations and operations.
2. Manage all treasury functions on FalConnect, including training and use.
3. Assist with club compliance with university and departmental policies and procedures including fundraising, marketing, space usage, etc.


Procurement and Budgeting
1. Support the Assistant Dean with monitoring departmental and club & organization budgets.
2. Perform deposits, budget transfers, requisitions, purchase orders, budget adjustments, and travel for departmental and club and organization purposes in accordance with Procurement policies and processes.
3. Process paperwork associated with student staff employment positions, including onboarding, payroll, inquiries on payroll discrepancies, etc.
4. Coordinate Marketplace, setting up stores for the office and clubs/organizations. Assist with Purple Pass ticketing setups for events as directed.
5. Assist with monitoring Student Event Contract workflow.


General
1. Performs related duties consistent with the Administrative Assistant classification.


This AFSCME union position is part of the Commonwealth Human Resources Division Classification Specifications. Click this link or follow the URL for a full description of the classification specifications.


Duties and Responsibilities common to all Administrative Assistant II positions:
1. Provides comprehensive administrative support to assigned staff by managing calendars, drafting and editing correspondence, organizing and maintaining files and records, and monitoring departmental processes to ensure efficient workflow and communication
2. Confers with internal staff and institutional personnel to exchange information, coordinate efforts, and gather details concerning programs, services, and operations.
3. Prepares and disseminates communications through email and other electronic systems to share information regarding university activities, resources, and announcements.
4. Assists in the planning and coordination of department sponsored events or meetings, including responding to inquiries, scheduling spaces, preparing materials, ordering supplies or refreshments, and arranging logistical details.
5. Serves as a first point of contact by greeting visitors, answering phones, and assisting students and others with general inquiries or referrals.
6. Maintains office systems and databases, ensuring organization, accuracy, and adherence to confidentiality and data management standards.
7. Monitors and orders office supplies and materials, initiates purchase requests and ensures compliance with procurement policies.
8. Assists in tracking departmental budgets and expenditures, compiling financial data, processing invoices and purchase orders, and preparing standard reports for review by supervisors or fiscal staff.
9. Demonstrates professionalism, organization, and the ability to manage multiple priorities in a fast-paced setting while supporting a positive environment
10. Supervises and trains student workers by assigning tasks, providing clear instructions and guidance, monitoring performance, and offering ongoing support and feedback. Ensures student workers adhere to safety protocols, maintain professionalism, and contribute effectively to daily operations as well as fostering a positive learning environment to enhance student development and operational efficiency.



Requirements:

Qualifications Required at Hire:
1. High School Diploma and five years full time experience in an office environment or equivalent part time experience and knowledge of clerical office practices and procedures including budgeting, record keeping, office correspondence, the use of office equipment, supplies, etc.
2. Working knowledge of various computer software programs, including Excel and Google Suite; familiarity with a student records system preferable.
3. Ability to support diversity, equity, and inclusion initiatives.
4. Ability to assign, supervise and review work of student staff members.
5. Ability to maintain an accurate filing system and manage budgets.
6. Ability to manage multiple tasks, work independently, attention to detail, and possess problem solving and organizational skills.
7. Ability to establish and maintain harmonious relationships with students, employees, and public and maintain highly confidential information.
8. Ability to understand, explain and apply regulations, policies and procedures governing assigned unit activities.
9. Ability to follow and communicate complex oral and written instructions effectively; ability to compose effective professional correspondence.
10. Ability to gather information by examining records and documents and through questioning individuals.
11. Knowledge of proper telephone procedures for making and receiving agency calls.
12. Ability to work accurately with data: names, numbers, numbers, codes and/or symbols and basic mathematics.
13. Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check); a background check satisfactory to the university.
14. Ability to perform above duties with or without reasonable accommodations.



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 Administrative Assistant II The bi-weekly pay rate is $2,405.69, grade 17, Step 01, which equates to an annual salary of $62,547.94. The schedule is Monday - Friday 8:00 a.m. - 4:30 p.m.

Fitchburg State University conducts criminal history and sexual offenders record checks on recommended finalists prior to final employment for all positions.

Fitchburg State University offers a competitive benefits package that includes:

• Nine different pre-taxed, health insurance plan options.
• Competitive retirement plan.
• Life insurance up to 8x the annual salary.
• Long-term disability coverage.
• Dental insurance.
• Accrued vacation and sick days.
• Personal days.
• Paid holidays.
• Tuition remission for self, spouse, and dependent children.

Fitchburg State University is an equal opportunity employer.



Application Instructions:

Interested candidates should submit a cover letter, resume and be prepared to enter name/contact information for three professional references.

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