For a complete job description and to apply, please visit our job site at http://jobs.fitchburgstate.edu
General Statement of Duties: The administrative assistant will serve as the primary assistant to the chair in providing data utilizing TK20, while supporting faculty in managing the system. Will also provide administrative support in the department of Education with duties to include but not limited to the following: supporting department chair, full time faculty, graduate chairs, and adjunct faculty; ordering supplies and services; maintaining meeting minutes, department forms, and department policies and procedures manual; maintaining and updating department rosters; scheduling appointments for the department chair; assisting students and the general public with concerns and questions; Works with print services to create flyers to advertise department events, the creation of forms, etc. and answering telephones and conveying messages.
Duties & Responsibilities:
Share in the management of the department office with general supervision while assuring conformity to department as well as academic and institutional policies and procedures. Provides administrative support to all members of the academic department in preparation of course materials, reports, composing and editing correspondence, administrative forms/reports, preparation of department attendance records, and other materials common to an academic office. Will share in the responsibilities of general office duties, such as: monitoring department inventory and ordering supplies as necessary, answering telephones and distributing messages, sorting and distributing mail and serve as backup for purchasing and payment activities for the department, maintaining department files and assisting with special orders.
Serves as the primary support for managing key assessments and data analysis utilizing TK20; support faculty in managing TK20 data.
Assists the department chair in preparing reports for the academic year needs, review course lists an assist with analyzing needs for courses per semester.
Maintain and retrieve computerized data on assessment, field-based experiences, and change of majors as needed by department chair and prepare statistical reports for department and the Education Unit use. Assist with department accreditation process as needed.
Will assist in producing various reports from Banner, tracks undergraduate students of the program and collaborates with faculty to analyze departmental reports; may prepare reports and presentations using Microsoft Word, Excel, and Power Point.
Coordinate the advising process for the department, which includes maintaining advisor assignments, advising and registration forms, and alternate pin numbers and may include generating transcripts and degree evaluations.
Will serve as a back up to the maintenance and update to the departmental web page/s for the department while working with the chair for content and information.
Use Banner System to request purchases and process authorizations for payment; verify goods/services received and resolve discrepancies with vendors; assist department chair with budget preparation by researching costs for budget requests and preparing budget paperwork. Responsible for processing all financial transaction paperwork, such as: purchases, travel, budget tracking and resolution of purchasing and account payable issues. Uses Microsoft Excel to track purchases and expenditures for department budget and faculty travel expenses.
Monitor and utilize social media under the direction of the department chair for purposes of communicating with student/alumni populations and collecting data for such activities.
Hires, trains and supervises student workers.
Maintain reports to track students who have applied to the program as well as those already in the program; verify program status, and sort data as needed for evaluations, reports, etc.
Analyze data in managed reports in order to track the qualifications for scholarship candidates.
Assists with the distribution and collection of student evaluations per semester.
Assist each semester with student registration and add/drop, process those requests;
May plan and coordinate departmental events, reserve facilities, contracts for presenters, setup, arrange for catering, design and mail invitations, flyers, programs, and posters.
Assist faculty in the planning of search committees for full time and part time vacancies.
May require additional duties associated with other university offices or departments.
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 record keeping, office correspondence, the use of office equipment, supplies, etc.
Working knowledge of various computer software programs, including MS Word, Excel and e-mail preferred; familiarity with a student records system preferable.
Ability to manage multiple tasks, independent worker, have attention to detail, organized and possess problem solving skills.
Ability to establish and maintain harmonious relationships with students, employees, and public and maintain highly confidential information.
Ability to understand, explain and apply regulations, policies and procedures governing assigned unit activities.
Ability to follow and communicate effectively both complex oral and written instructions; ability to compose effective professional correspondence.
Ability to gather information by examining records and documents and through questioning individuals.
Knowledge of proper telephone procedures for making and receiving agency calls.
Ability to work accurately with data: names, numbers, numbers, codes and/or symbols and basic mathematics.
Ability to maintain accurate filing system and manage a basic budget.
Ability to assign, supervise and review work of student personnel.
Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI) as well as a completed background check satisfactory to the university.
Ability to perform above duties with or without reasonable accommodation.
Additional Salary Information: This is a 10 month salary.
Fitchburg State University, located in Fitchburg, Massachusetts, is a public institution dedicated to integrating high-quality professional programs with strong liberal arts and sciences studies. Founded in 1894, the university now has more than 30 undergraduate programs and 22 master's degree programs, and 7,000 full and part-time students.