"Administrative Assistant, Arts & Ideas Series (part-time) - Framingham State University"

Job Details

Location: Framingham, MA Category: Contract/Hourly

Posted On: Tue Aug 26 2025 Job Description:

GENERAL STATEMENT OF DUTIES:

This part-time Administrative Assistant position for Framingham State University's Arts & Ideas Series is an exciting opportunity for a detail-oriented and self-managing individual. The Arts & Ideas Series features engaging speakers, performers, exhibitions, and films that represent campus programming at its best. The Administrative Assistant will provide support to the Coordinator of the Arts & Ideas Series and the Arts & Ideas committee, as well as to the individual faculty, staff, and students who serve as event organizers for each event. In order to fulfill the assigned duties, the Administrative Assistant must use technical and organizational skills, work efficiently on several projects concurrently, and collaborate with various people and offices across campus. The series supports approximately 12 events over the course of the academic year.

SUPERVISION RECEIVED:

Coordinator of the Arts & Ideas Series, reports to the Associate Provost, Office of Academic Affairs

SUPERVISION EXERCISED:

N/A

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

The Administrative Assistant will

• Meet regularly with the Coordinator of Arts & Ideas.
• Send emails for calls for theme, applications, and event notifications for arts & ideas; along with generating any necessary forms for that work.
• Promote events to the broader community
  • Collaborate with event leaders on details of events, needed marketing materials, etc.
  • Work with the Marketing and Communications office on design of marketing materials
  • Pick up posters and flyers from the copy center
  • Deliver posters to McCarthy Center and Library
  • Post and update events on online services including Patch, Eventbrite, and Ramlink
  • Notify the Framingham Public Library
• Organize the advisory committee meetings
  • Schedule meetings (settling time, date, and venue)
  • Collect agenda items and distribute the agenda
  • Set date, time, and venue.
  • Reserve room if in-person, or generate Zoom link, if virtual and share the meeting info.
  • During the meeting, record the minutes
  • After the meeting, send the minutes to the Coordinator for approval.
  • Distribute documents necessary for committee votes.
• Organize Arts and Ideas events
  • Interact with administrative assistants of departments to share list of responsibilities.
  • Maintain a promotional best practices checklist for event leaders.
  • Participating in planning meetings with event leaders on budget and best-fit options for campus spaces.
  • Make necessary arrangements with IT department for needed technology.
  • If the event will be conducted virtually:
    • set up the Zoom webinar link
    • set up the registration site for people to access the Zoom link
    • make the Coordinator a co-host of the Zoom meeting
    • send the link to the Coordinator of Arts and Ideas
  • During in-person operations:
    • reserve the venue and confirm with Coordinator
    • assist with travel arrangements, including transportation and lodging, for invited guests
    • track attendance numbers at events
• Handle budget reporting and payments
  • Confirm receipt of budget variance analysis from FSU Business office every month.
  • If there are any budget changes or transactions, document them and notify the Coordinator. These may include payments, transfers of funds from co-sponsors, and so on. These should also be discussed during the weekly meetings.
  • Make sure all event leaders submit vendor forms for their events and confirm vendor numbers are generated for contractors through FSU Business Office.
  • Make sure payments and honoraria are made to contracted speakers on the promised dates.
  • If any conversations or clarifications are required by the contractors, discuss with the Coordinator and follow up with the contractors.
• Handle the paperwork to pay the University's museum memberships.
• Complete other duties as assigned.

WORKING CONDITIONS:

May have some lifting and moving Must be available to work occasional evening shifts

Job Requirements:

MINIMUM QUALIFICATIONS:

Applicants must have at least (A) two years of full-time or equivalent part-time experience in office management, office administration, business management, or business administration with experience including one or more of the following functions: event planning, program management, grant management, budgeting, accounting, records management, work simplification OR (B) any equivalent combination of the required experience with substitutions as allowed below:

Substitutions:

• An Associate's or higher degree with a major in business administration, business management, or public administration may be substituted for the required two years of experience.*
• An Associate's or higher degree with a major other than 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.

Additional Information:

This is a part-time, non-benefited contract position, not to exceed 18 hours per week between September 1 and June 30. The scheduled hours are flexible. The pay rate is $22-27 per hour.

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.