Administrative Assistant I - Residence Life and Housing - Framingham State University

GENERAL STATEMENT OF DUTIES:

The Administrative Assistant serves as office manager and provides support for all team members of the Residence Life and Housing office. Currently, the Residence Life office is comprised of eight full-time administrative staff and several student office assistants. The Administrative Assistant is the primary point of contact for students, staff, and members of the public interacting with the office.

SUPERVISION RECEIVED:

Incumbents of positions at this level receive general supervision from Administrative Assistants or other employees of higher grade who provide instructions as required and procedural and policy guidance, assign work, and review performance through conferences and reports for effectiveness and compliance with laws, rules, and regulations.

SUPERVISION EXERCISED:

Incumbents of positions at this level may exercise direct supervision (i.e., not through an intermediate level supervisor) over, assign work to, and review the performance of 1-5 clerical personnel.

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

• Monitors assigned departmental activities to ensure effective operations in compliance with established standards.
• Confers with office staff and other University departments in order to exchange information, to coordinate efforts, and to obtain information concerning programs and activities.
• Responds to inquiries in order to provide information concerning departmental programs and activities.
• Reviews documents for completeness, content, and compliance with established standards.
• Greets all students and visitors to the office, responds to requests/questions, offers available assistance, and/or makes referrals as appropriate.
• Handles and maintains information with great sensitivity and in compliance with the Family Educational Rights and Privacy Act (FERPA).
• Screens and responds to all telephone and email inquiries.
• Makes appointments and manages the schedule for the Director and the Associate Director of Residence Life & Housing.
• Oversees office equipment, physical environment, and workspace.
• Uses Microsoft Office Suite, Banner Star Rez, and other data management programs or technology resources to complete tasks as assigned.
• Maintains office business and purchasing records and coordinates payables and purchasing requisitions using the Banner data management system.
• Receives cash or checks for fees, programs, etc. and keeps records of money and checks received.
• Issues receipts for payments upon checking for accuracy and conformance with established procedures, guidelines, and regulations.
• Notifies delinquent payers and/or issuers of bad checks of amounts due to obtain required payments.
• Performs duties related to the departments petty cash account such as setting up petty cash box, assisting individuals in the preparation of forms, issuing disbursements, and preparing and filing audit and reconciliation documents according to established procedures.
• Carries cash and/or checks to the Business Office or other designated location for deposit.
• Coordinates the ordering of office supplies and ordering from various vendors in support of departmental activities and programming.
• Maintains and tracks departmental inventory and creates and maintains associated records.
• Responsible for reporting to the Equal Opportunity Officer or Title IX Coordinator knowledge or receipt of reports of discrimination, discriminatory harassment, and retaliation from students or other members of the university community.
• Designated as a Campus Security Authority under the Clery Act

WORKING CONDITIONS:

General Office Setting

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.

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 union title of Administrative Assistant I (grade 15, step 1). The bi-weekly salary is $2,152.54. This is a base annual salary of approximately $55,966.04.

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. The University considers all qualified candidates without regard to race, color, sex, age, national origin, disability status, Veteran status, gender identity, gender expression, sexual orientation, genetic information, or any other characteristics protected by law.

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.