Administrative Assistant II

Fitchburg State University *** • Fitchburg, MA • 10h ago

General Statement of Duties and Responsibilities: The Administrative
Assistant II provides essential administrative and clerical support to
ensure the smooth and efficient operation of college offices and
programs. Working both independently and as part of a team, the
incumbent manages multiple priorities and responds to diverse demands
with professionalism and sound judgment. This role requires a high
degree of organization, attention to detail, and the ability to maintain
confidentiality while fostering a welcoming environment for students,
faculty, staff, and visitors. Responsibilities include managing
communication and information flow, supporting budget and reporting
processes, coordinating events, and assisting with general office
operations in compliance with institutional policies. Duties and
Responsibilities: -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 -Confers with internal staff and institutional personnel
to exchange information, coordinate efforts, and gather details
concerning programs, services, and operations. -Prepares and
disseminates communications through email and other electronic systems
to share information regarding university activities, resources, and
announcements. -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. -Serves as a first point
of contact by greeting visitors, answering phones, and assisting
students and others with general inquiries or referrals. -Maintains
office systems and databases, ensuring organization, accuracy, and
adherence to confidentiality and data management standards. -Monitors
and orders office supplies and materials, initiates purchase requests
and ensures compliance with procurement policies. -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. -Demonstrates
professionalism, organization, and the ability to manage multiple
priorities in a fast-paced setting while supporting a positive
environment -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. Focus Areas
Specific to Department: -Provides administrative support to the
Executive Director of Grant-funded Success Programs. -Assists the
Executive Director of Grant-funded Success Programs with administrative
tasks; primary assistance will be related to budget, supplies,
requisitions and student/contractor payroll. -Composes and edit
correspondence and complete administrative forms/reports. -Performs
miscellaneous general office duties, such as: monitoring department
inventories and ordering supplies as necessary, answering telephones and
distributing messages, maintaining calendars, sorting and distributing
mail, coordinating purchasing and payment activities for the department,
maintaining department files and assisting with special orders.
-Produces various reports from Banner, tracks undergraduate and graduate
students via the university\'s advising platform, SSC; may prepare
reports and presentations using Microsoft Word, Excel, and Power Point,
or similar programs from the Google Suite. Assists with collecting and
analyzing data. -Uses Banner System to request purchases and process
authorizations for payment; verify good

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