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. FSU takes pride in empowering student success by providing a superior education, leading research and innovation opportunities, and a strong first-year experience.
Founded in 1839, FSU enrolls about 4,000 undergraduates and 1,500 graduate and professional students. FSU offers 36 bachelor's degrees with 57 specialized concentrations, 63 minors, and 24 master's degree programs, in a highly personalized teaching environment. FSU employs more than 330 faculty members, 89% of whom have terminal degrees.
FSU is deeply committed to inclusive excellence, encourages a supportive, diverse and collaborative learning environment, and provides a culturally relevant education. FSU is honored to be a four-time recipient of the prestigious INSIGHT into Diversity Higher Education Excellence in Diversity (HEED) award and was recently designated as a Howard Hughes Medical Institute (HHMI) Inclusive Excellence campus. FSU encourages applications from persons who share our commitment to promoting a 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 "the truth" - "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. FSU seeks employees who share in this quest for truth and commit to living it fully.
The Administrative Assistant I serves as the first point of contact for visitors and must have a working knowledge of all business office functions as well as strong customer service skills. This position prepares, processes, reviews, approves, files, and/or reports upon various accounting functions and reconciliations, primarily in support of the Purchasing and Accounts Payable Departments. This work requires ongoing communication and explanation of policies and procedures as well as problem resolution with various FSU department staff, ranging from department administrators to division VPs, and external vendors. Additionally, the position provides general administrative and accounting support to the Business Office. The position is also responsible for special projects as assigned. This position requires very strong communication skills (written and oral), sound judgment, strong organizational skills, and the ability to work both independently and as a team member.
Business Office Student Interns
Director of Procurement and Contracts; Buyer III
EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:
General Administrative and Accounting
Provide technical assistance and respond to inquiries from staff and vendors regarding AP and Procurement policies & procedures; resolve problems and exchange information regarding same;
Reviews, coordinate and respond to inquiries re various requests, including Banner user access, with other offices;
Schedule/coordinate interviews and meetings; reserves meeting space on 25Live; provides parking passes;
Prepare reports and reconciliations on various accounts & processes;
Maintain various logs, including invoices, contracts, employee reimbursements, travel approval, and related files;
Manage Business Office website;
Maintain and reorder office supply inventory; coordinate service calls with internal and vendor staff;
Assist with imaging various documents including contracts;
Open and distribute office mail; distribute university-wide business office advisories and notifications;
Assist with University audit or public records requests;
Other duties as assigned
Review and approve employee travel reimbursements and other employee reimbursements;
Oversees student processing of weekly check run supporting documentation;
Assists students with AP processing questions;
Maintains logs/files of invoices, contracts, W-9s, etc.
Provide technical assistance and respond to inquiries from vendors and/or FSU staff regarding purchasing regulations, policies, and procedures; resolve problem and exchange information regarding same;
Distribute purchase orders to vendors and staff; Research lost or missing Purchase Orders;
Coordinate contract review/approvals and document distribution;
Review, approve, create and maintain Vendor Code requests in Banner and MMARS including W-9 Form processing;
Maintain vendor diversity status and related reports through weekly cross reference of OSD certified and decertified status;
Manage the Belmont Springs contract;
Train student interns in Banner, Appxtender and Business Office work flows;
Oversee day-to-day Student Intern workload and priorities;
Determine subordinate training needs;
Provide assistance to the Purchasing Director & University Buyer;
Review and run Argos reports as necessary.
Office environment; may need to lift packages up to 25 lbs.
Knowledge of the principles and practices of office management.
Knowledge of the methods of general report writing.
Knowledge of the methods used in the preparation of charts, graphs, and tables.
Knowledge of the types and uses of general office equipment.
Ability to understand, explain, and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
Ability to follow written and oral instructions.
Ability to gather information through questioning individuals and by examining records and documents.
Ability to write concisely, to express thoughts clearly and to develop ideas in a logical sequence.
Ability to assemble items of information in accordance with established procedures.
Ability to determine proper format and procedure for assembling items of information.
Ability to prepare general reports.
Ability to maintain accurate records.
Ability to prepare and use charts, graphs, and tables.
Ability to communicate effectively in oral expression.
Ability to give written and oral instructions in a precise, understandable manner.
Ability to deal tactfully with others.
Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
Ability to exercise sound judgment.
Ability to exercise discretion in handling confidential information.
This is a full-time, non-exempt, benefits-eligible position in the American Federation of State, County, and Municipal Employees (AFSCME) bargaining unit at the rank of Administrative Assistant I. The bi-weekly pay rate is $1,673.86 (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/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.
Candidates must apply online using the "APPLY NOW" link (located at the bottom of this page) by submitting (1) a cover letter, (2) resume, and (3) the names and contact information for three professional references.
For priority consideration, application materials must be received by April 29, 2019.
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 firstname.lastname@example.org.
Internal Number: 108831532
About Framingham State University
Framingham State University is a vibrant comprehensive liberal arts institution located just 20 miles west of Boston. Framingham State University is committed to Inclusive Excellence through collaborative and sustainable partnerships with faculty, staff, students and the greater community. At FSU, we encourage a supportive, diverse and collaborative environment in which we learn from each other through informed and open communication, institutional practices and community engagement. FSU provides a culturally relevant education that includes a beautiful campus with 53 undergraduate and graduate programs, a highly personalized teaching environment, and unparalleled commitment to excellence in diversity and inclusion.Framingham State University is honored to be recognized for the second year as a recipient of the INSIGHT into Diversity prestigious 2015 Higher Education Excellence in Diversity (HEED) award. The HEED award is the only national recognition honoring colleges and universities that exhibit outstanding efforts and success in the area of diversity and inclusion throughout their campuses.