Administrative Assistant II

Fitchburg State University *** • Fitchburg, MA • 1d ago

General Statement of Duties and Responsibilities: Serves as the primary assistant for the office Communications Media. The assistant will perform routine administrative duties for the department, including the Department Chairperson, full-time faculty, and numerous adjunct instructors. Must be able to work independently and as a member of a team; must be committed to fostering a welcoming environment for students, faculty, and department visitors; and must be able to respond to multiple demands and concurrent projects effectively. Organizes schedules, coordinates meetings, @types memoranda, personnel actions, evaluations, schedules appointments, ensuring privacy of such, and @types exams and memos for faculty from rough drafts. Assist students with numerous concerns and questions. Work with Duties and Responsibilities common to all Administrative Assistant II positions: -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. -Assist 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. Ensure student workers adhere to safety protocols, maintain professionalism, and contribute effectively to daily operations, as well as foster a positive learning environment to enhance student development and operational efficiency. 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 \$2,358.52, grade 17, Step 01, which equates to an annual salary of \$61,321.52. This position is not eligible for H-1B sponsorship. Fitchburg State University conducts criminal history and sexual offenders record checks on recommended finalists prior to final employment for all positions. This AFSCME union position is part of the Commonwealth Human Resources Division Classification Specifications. Click this link or follow the URL https://www.mass.edu/forfacstaff/classificationspecs/ for a full description of the classification specifications.

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