Administrative Assistant II-Offices of Graduate Studies and Continuing Education - Framingham State University
Framingham State University
February 15, 2018
Location: Framingham, MA Category: Staff Posted On: Wed Feb 14 2018 Job Description:
GENERAL STATEMENT OF DUTIES: The Administrative Assistant II will oversee the daily, weekly, and monthly flow of work assignments for the Offices of Graduate Studies and Continuing Education. These responsibilities include the following: work with the Deans and Directors in maintaining daily oversight of all graduate and undergraduate continuing education credit and noncredit courses offered on campus, off campus and online; provide administrative assistance to over 20 Graduate and Undergraduate Program Coordinators and Advisors; prepare and disseminate the agenda and minutes of the Graduate Education Council; serve on the Commencement Committee and assist with the coordination of graduate and undergraduate commencement; maintain records for graduate accreditation; complete surveys and reports to membership organizations such as the Council of Graduate Schools; ensure compliance with the DGCE Collective Bargaining Agreement; answer phones and provide excellent customer service; work with other university departments on issues related to Graduate Studies and Continuing Education; prepare correspondence; and perform other duties as needed.
SUPERVISION RECEIVED: Dean of Graduate Studies SUPERVISION EXERCISED: Student workers
EXAMPLES OF SPECIFIC DUTIES & RESPONSIBILITIES:
Oversee the daily, weekly and monthly flow of work assignments for the Office of Graduate Studies and Continuing Education.
Assist the Deans and Directors in daily oversight of the graduate, undergraduate and noncredit courses offered on campus, off campus and online through the Offices of Graduate Studies and Continuing Education.
Assign responsibilities to student workers and help to supervise and evaluate their work.
Coordinate activities and communications with other administrative staff in offices at the University. Serve on cross functional teams as needed.
Prepare and maintain all record keeping for the Graduate Education Council (GEC). This includes, but is not limited to the following:
Coordinate and schedule all GEC Meetings for each academic year and reserve conference rooms.
Receive and electronically file all Graduate Council Forms.
Create GEC agendas based on the submitted proposed program/course changes, student appeals, policy changes and discussion topics.
Record accurate minutes for all meetings including attendance and vote counts for each proposed item.
Create GEC formal notices based on results of proposed items and submit all course and program changes to the University Registrar.
Maintain the Blackboard website and official records of all GEC meetings.
Ensure that all graduate curriculum and policy changes are updated on the website and in the graduate catalog.
Organize, facilitate and schedule all meetings for the Dean of Graduate Studies and the Associate VP for Academic Affairs & Dean of Continuing Education as needed.
Compile data and prepare reports and correspondence, as needed, for the Dean of Graduate Studies and the Coordinator of the PBTL program.
Serve on the Graduate Commencement Committee and oversee all aspects of Graduate Commencement.
Oversee the administration of student course evaluation forms for Graduate Studies and Continuing Education.
Maintain accurate, up-to-date files of all faculty teaching in Graduate Studies and Continuing Education; ensure that faculty evaluations are conducted periodically by program coordinators; send evaluation results to faculty and Dean of Graduate Studies.
Other duties as assigned by the Dean of Graduate Studies and Associate VP for Academic Affairs & Dean of Continuing Education.
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.
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Knowledge of educational technology with emphasis on Banner, Blackboard and webpage or similar software, ERP systems.
Three to five years of related experience, or an equivalent combination of education and experience
Self-starter, able to prioritize multiple tasks
Excellent organizational skills
Team player, collaborates with faculty, students, and staff
Excellent verbal and written communication skills
This is a full-time, non-exempt, benefited, position in the AFSCME bargaining unit. The work schedule is Monday-Friday, 9:00am-5:00pm. The bi-weekly salary is $1,798.06.
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.
Internal Number: 94504
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.