"Administrative Coordinator - English Language Programs"

Administrative Coordinator - English Language Programs

Company:
Framingham State University

Job Location:
Framingham, Massachusetts 01701

Category:
Student Affairs and Services

Type:
Adjunct/Part-Time

Company Description:

Framingham State University was founded in 1839 for a singular purpose - to meet a public need and promote the public good. At our founding as the nation's first public normal school, that need was for comprehensively educated public school teachers who would, in turn, promote an educated citizenry. FSU continues to offer exceptional teacher education programs, and while we are proud of our roots as a teachers' college, we have grown far beyond them. Public need continues to evolve, and FSU right along with it. Our students and alumni are making waves in the fashion industry, designing nutrition plans for professional athletes, writing for major media and news organizations, working for Fortune 500 companies right here in Framingham, and so much more. FSU is a proudly public and truly transformative institution offering accessible, affordable educational opportunities that integrate an academically challenging liberal arts education with workforce preparation programs in a highly personalized teaching environment. Our programs have expanded, but our purpose and commitment to public education for the public good remain steadfast.

FSU currently enrolls about 3,000 undergraduate and 1,200 graduate and professional students, offers 60 undergraduate and graduate programs in the arts and humanities, behavioral and social sciences, and professional fields, and enrolls 48% BIPOC students and 54% first-generation college students in our undergraduate programs. We are deeply committed to inclusive excellence and strive to promote a culture of equity and antiracism. This commitment has earned FSU eight Insight Into Academia Higher Education Excellence and Distinction (HEED) Awards and led to our recognition in the Great Colleges to Work For program. We encourage applications from those who share our commitment to promoting a diverse, welcoming, and inclusive community.

FSU is ideally situated between Boston and Worcester on land originally stewarded by the Nipmuc people for thousands of years. FSU and the surrounding area are steeped in history, achievement, and innovation, and provide access to urban hotspots, verdant landscapes, natural and cultural amenities, and diverse communities.

Our founding motto, LIVE TO THE TRUTH, was said at the end of each class by beloved first principal, Cyrus Peirce, who sought to discover and teach "truth in theory and principle...truth in spirit and motive...truth in manner and form...truth intellectual and truth moral." Early leaders found this motto "speaks of sincerity of spirit...of intensity of effort, of resolution to succeed, of joy in achievement." LIVE TO THE TRUTH aptly reflects our past and our pledge for the future as it continues to guide our institution in practice and endeavor. If you share in this quest for truth and a commitment to living it fully, make the next chapter of your career the best chapter at Framingham State University.

Learn more about our career opportunities at www.framingham.edu/careers.

Job Description:

This position provides support and coordination of administrative components of the English Language Programs (ELP) by assisting the executive director and staff of the ELP and the greater university environment. This position provides enhancements to experiences of students, teachers, staff members, and executive director through the following:

• Assumes the primary responsibility for managing students' online registrations by creating course events, troubleshooting registration issues, transferring students between classes, issuing online refunds for cancelations, and communicating with system administrators.
• Supports existing procedures and policies and develops new operational systems that improve the functions of the ELP.
• Supports, in coordination with other staff members, the collection of documents and communications between potential students and the Office of International Student Education.
• Works with executive director and staff, and coordinates as needed, registration and collection of tuition payments of students, and liaises with the Registrar's Office and Student Accounts on these activities.
• Provides front-line advising and triage for students seeking information about classes in the ELP and future university study. Working in coordination with other staff members, monitors the ELP email inbox and responds to email, or assists student workers in providing a response to prospective students' questions and requests.
• Prepares for and coordinates first-day-of-class operations, such as scheduling student workers who will assist, creating and distributing class rosters to staff and instructors, and creating classroom tickets to give to students. Assists with coordination of assessment and set-up of laptops for registration.
• Creates and maintains departmental class attendance records for the ELP and communicates as needed with instructors and students.
• Supports creation and maintenance of the documentation necessary for student achievement, evaluation, and coordinates maintenance of these records with the staff and executive director.
• Assists the executive director with reporting documents as needed.
• Maintains student worker and staff schedules, and creates and distributes weekly team schedules indicating staff presence in office, remote work or attendance at events.
• Trains and provides guidance to student workers in operational procedures as needed. Creates and updates the Student Worker Reference Manual and related instructional documents. Maintains and monitors the "Student Workers Daily and Project Task Assignment" spreadsheet to track student worker daily and project activities.
• Provides logistical and security support for departmental offices and rooms according to procedures and policies as needed.
• Provides logistical and administrative support for teachers and other staff members through email and verbal communications.
• Assists with coordination of student assessments, testing, information sessions and student placements, as needed.
• Maintains files, spreadsheets, and records as assigned. Manages the filing and archiving of student records in MS Teams and physical folders.
• Coordinates, as needed, with university system operations for functioning systems and equipment in ELP offices and classrooms.
• Serves as the "power user" for key department administrative systems such as MS Teams and Learning Stream, managing user access, file organization and archiving, and reports. Works with IT on system issues and resolution. Provides support to staff and student workers on the usage of these systems.
• Provides assistance with document preparation (course schedules, price sheets, registration and payment instructions, steps for F-1 applications/status changes, and similar documents) and making them available to staff and students.
• Creates and manages annual instructor, staff, and student worker contracts in Interview Exchange. Monitors the workflow process and follows up on incomplete contracts.
• Supports executive director with interviewing and hiring of student workers. Creates and manages open positions in Handshake and posts flyers for positions at authorized locations on campus. Attends FSU internal job fairs to meet with prospective student workers.
• Helps coordinate program events and marketing activities as needed.
• Provides assistance or coordination of additional similar functions of the ELP as assigned.
• Assists as needed, with updating website and social media information to communicate effectively with students and the public.
• Performs other related duties as needed.

Working Conditions:

• Work primarily takes place on the Framingham State University campus.
• Some office hours are required during daytime, early evenings, and some Saturday mornings. Scheduling flexibility is available, subject to the consideration and approval of the executive director.

Requirements:

MINIMUM QUALIFICATIONS:

• Must have the capacity to work on campus.
• Bachelor's degree.
• Strong interpersonal communication skills in a multicultural environment with multilingual English learners and university personnel.
• Strong organizational skills; detail-oriented; able to set-up and maintain a record-keeping system and handle multiple tasks at one time.
• Experience with Microsoft Office, Outlook, Excel, Microsoft Teams, and data entry.
• Ability to problem-solve general technical equipment issues and triage to appropriate assistance when needed.
• Knowledge of or ability to learn how to input information into web pages.

PREFERRED QUALIFICATIONS:

Candidates who are bilingual in English and Spanish or English and Portuguese are strongly encouraged to apply.

Additional Information:

This is a part-time, non-benefited contract position, not to exceed 18 hours per week. The pay rate is $25.00 per hour.

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.

Application Instructions:

Candidates must apply online by submitting:

• Cover Letter,
• Resume/CV,
• Equity and Inclusion Statement*
• Names and contact information for three (3) professional references (references are not contacted automatically upon submission of application).

*The Equity and Inclusion Statement is an opportunity for candidates to discuss professional skills, experience and/or willingness to engage in activities that would enhance the university's efforts to promote a diverse, equitable, and inclusive community. Equity and inclusion statements will be considered as part of a transparent and comprehensive review of candidate application materials.

For best consideration, please submit application materials by March 27, 2026. The review of applications may continue beyond that date and until the position is filled, at the discretion of the search committee.

Framingham State University only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you experience technical issues with the online application process, please submit a helpdesk ticket.

Framingham State University understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance, please contact the Human Resources Office at 508-626-4530 or humanresources@framingham.edu.