Administrative Assistant I - Worcester State University

Job Description

OFFICIAL TITLE: Administrative Assistant I
SUPERVISION RECEIVED: Associate Dean for Graduate Studies & Professional Development
SUPERVISION EXERCISED: May supervise part-time personnel assigned to the department

General Statement of Duties: This position will support three areas: Dual Enrollment/Early College, DGCE registration, and Center for Effective Instruction.
Incumbents of positions in this series monitor assigned unit activities; confer with agency staff; maintain liaison with others; review and analyze data concerning assigned unit activities; prepare reports; respond to inquiries; compile data; and perform related work as required.
The basic purpose of this work is to provide administrative support in connection with assigned unit activities such as office services, records control, agency personnel services, etc. Major work contacts are with agency staff and the public.

Responsibilities:

(E) = Essential

1. (E) Monitors assigned unit activities to ensure effective operations in compliance with established standards.
2. (E) Confers with staff in order to exchange information, to coordinate efforts and to obtain information concerning program and activities.
3. (E) Maintains liaison with various local, state and federal agencies and others to exchange information, to resolve problems and to coordinate activities.
4. (E) Reviews and analyzes data concerning assigned unit activities in order to improve work methods, determine progress, revise established procedures and/or to provide information to superiors.
5. (E) Prepares reports concerning assigned unit activities in order to furnish required information and to make recommendations concerning procedures, programs and activities.
6. (E) Responds to inquiries in order to provide information concerning assigned unit activities.
7. (E) Performs related duties such as compiling data for use in reporting assigned unit activities.
8. (E) Compose letters and review documents for completeness, content and compliance with regulatory and legal standards.
9. (E) Create and update shared Google documents for Dual Enrollment/Early College high school partners
10. (E) Process registrations for Dual Enrollment/Early College (DE/EC), Division of Graduate and Continuing Education (DGCE), and Center for Effective Instruction (CEI)
11. Assist with managing roster changes for Dual Enrollment/Early College (DE/EC), Division of Graduate and Continuing Education (DGCE), and Center for Effective Instruction (CEI)
12. Send final rosters to instructors and guidance counselors for DE/EC courses
13. Mail informational postcards to all DE/EC students who pass their DE/EC courses
14. End students' DE/EC programs in Colleague each term
15. (E) Arrange for course shells to be added to schedule on a rolling basis
16. (E) Collect, record, and deposit payments for DE/EC, DGCE, and CEI offerings
17. (E) Work with IT on registration uploads for Dual Enrollment/Early College
18. (E) Track and monitor financial aid and/or grants and scholarships to cover class costs
19. (E) Invoice grants to cover class costs
20. (E) Process application materials for Apprenticeship and other CEI programs
21. (E) Create instructor contracts in Interview Exchange and Google Docs
22. (E) Monitor instructor contracts to ensure payments are made
23. (E) Help manage mail, emails, and phone calls and messages for DE/EC, DGCE and CEI
24. (E) Support DE/EC and CEI directors and DE/EC program coordinator with administrative tasks, including running reports
25. (E) Respond to students' and 3rd-party partners' inquiries
26. (E) Track and record payments collected, as well as expenses, for reporting purposes
27. (E) Provide outstanding customer service to students, instructors, and colleagues
28. (E) Provide on-the-job training and orientation for employees.
29. (E) Review, analyze and prepare reports concerning assigned unit activities.
30. (E) Oversee and coordinate the activities of subordinates in connection with the preparation and maintenance of reports, records and documents.
31. Perform other duties as assigned within the Administrative Assistant classification.

Class specifications may be found at http://www.mass.edu/foradmin/humanresources/classspecshrd.asp

Job Requirements

Required Qualifications:

• Applicants must have at least (A) three 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, or (B) any equivalent combination of the required experience and the substitutions below.
• Substitutions: [detailed substitutions listed]
• Knowledge of the principles and practices of office management.
• [Additional knowledge and abilities listed]

Preferred Qualifications:

• Knowledge and experience working with Colleague.
• Knowledge and experience working with Google documents.

Additional Information

This is a grade 15, non-exempt, full-time (37.5 hours/week), benefited AFSCME position. The bi-weekly salary is $2,110.33 (annual salary is $54,868.58). The work schedule is Monday- Friday (on-campus) 8:15am- 4:30pm.

Worcester State University offers a competitive benefits package that includes: [list of benefits].

We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply.