"Administrative Assistant II-Psychological Science (10 month)"

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 common to all Administrative Assistant II positions:

1. 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
2. Confers with internal staff and institutional personnel to exchange information, coordinate efforts, and gather details concerning programs, services, and operations.
3. Prepares and disseminates communications through email and other electronic systems to share information regarding university activities, resources, and announcements.
4. 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.
5. Serves as a first point of contact by greeting visitors, answering phones, and assisting students and others with general inquiries or referrals.
6. Maintains office systems and databases, ensuring organization, accuracy, and adherence to confidentiality and data management standards.
7. Monitors and orders office supplies and materials, initiates purchase requests and ensures compliance with procurement policies.
8. 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.
9. Demonstrates professionalism, organization, and the ability to manage multiple priorities in a fast-paced setting while supporting a positive environment
10. 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.

Preferred Focus Areas Specific to Department:

1. Initiate the department advising period, assisting in assigning advisors.
2. Maintains and updates departmental web page/s for the department while working with the chair for content and information.
3. Collects, analyzes, and evaluates seats list data in order to assist the Chair in forecasting scheduling needs.
4. Use new software and platforms as the University acquires including the G-Suite (Google).
5. Maintain reports to track students who have applied to the program as well as those already in the program; verify program status, and sort data as needed for evaluations, reports, etc.
6. Analyze data in managed reports to track the qualifications for scholarship candidates.
7. Assists with student evaluations per semester.
8. Assist each semester with student registration and add/drop, process those requests.
9. May plan and coordinate departmental events, reserve facilities, contracts for presenters, setup, arrange for catering, design and mail invitations, flyers, programs, and posters.
10. Provides support to search committees for full time and part time vacancies.
11. Assists with referring inquiries to appropriate faculty and/or college administration matters and issues which may require exceptions to standard policies or practices.
12. Assist students and internship/independent study coordinators and club advisors with related correspondence, typing, mailings, expenses, etc.
13. Assists internship coordinator with administration of internship program records and communications.
14. Assists with student registrations, in accordance with department or division needs and during university registration and Add/Drop periods. May assist students regarding course availability in accordance with registration and academic policies.
15. Prepare documents, records and meeting minutes related to Department and Program meetings.
16. Exercise discretion and confidentiality in handling and filing of student and faculty issues and related records.
17. Performs related duties consistent with the Administrative Assistant II classification.

Qualifications Required at Hire:

1. High School Diploma and five years full time experience in an office environment or equivalent part time experience and knowledge of clerical office practices and procedures including record keeping, office correspondence, the use of office equipment, supplies, etc.
2. Working knowledge of various computer software programs, including MS Word, Excel and google suite preferred; familiarity with a student records system preferable.
3. Ability to manage multiple tasks, independent worker, have attention to detail, organized and possess problem solving skills.
4. Ability to establish and maintain harmonious relationships with students, employees, and public and maintain highly confidential information.
5. Ability to understand, explain and apply regulations, policies and procedures governing assigned unit activities.
6. Ability to follow and communicate effectively both complex oral and written instructions; ability to compose effective professional correspondence.
7. Ability to gather information by examining records and documents and through questioning individuals.
8. Ability to maintain an accurate filing system and manage a basic budget.
9. Ability to assign, supervise and review work of student personnel.
10. Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check); a background check satisfactory to the university.
11. Ability to perform above duties with or without reasonable accommodation.

Qualifications Acquired on Job:

1. Knowledge of the decision rules, policies and procedures governing assigned activities of the department.
2. Knowledge and ability to produce/interpret Banner transcript; the use and specification of Crystal and Microsoft ACCESS applications; ACCESS database management.
3. Ability to manage a budget, process requisitions using the SDA Banner Financial Software.
4. Knowledge of the various university/office forms and their uses.
5. Knowledge of FERPA regulations and compliance in communications with students, parents and others.
6. Knowledge of proper telephone procedures for making and receiving agency calls.

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.

About Fitchburg State University

Fitchburg State University, located in Fitchburg, Massachusetts, is a public institution dedicated to integrating high-quality professional programs with strong liberal arts and sciences studies. Founded in 1894, the university now has more than 30 undergraduate programs and 22 master's degree programs, and 7,000 full and part-time students.