Administrative Assistant I

Framingham State University - Framingham, MA (30+ days ago)4.2


Location: Framingham, MA Category: Staff Posted On: Mon Jun 11 2018 Job Description:

GENERAL STATEMENT OF DUTIES: The Administrative Assistant I provides support to the Office of Residence Life for housing assignment, residence life programmatic, and student conduct functions. Currently the department comprises seven administrative staff members and two Administrative Assistants. The Administrative Assistant I is a primary point of contact for students, staff and members of the public interacting with the office.

SUPERVISION RECEIVED: Associate Dean of Students/Director, Residence Life. The Director of Community Standards provides co-supervision in areas related to student conduct.

SUPERVISION EXERCISED: Provides back-up supervision coverage to student office assistants.

**For a complete class specification, visit: Administrative Assistant Series.

EXAMPLES OF SPECIFIC DUTIES & RESPONSIBILITIES:
General:
Monitors assigned departmental activities to ensure effective operations in compliance with established standards.
Confers with office staff and other University departments in order to exchange information, to coordinate efforts, and to obtain information concerning program and activities.
Reviews and analyzes data concerning assigned departmental activities in order to improve work methods, determine progress, revise established procedures, and/or to provide information as requested.
Prepares reports concerning assigned unit activities in order to furnish required information and to make recommendations concerning departmental procedures, programs and activities.
Responds to inquiries in order to provide information on departmental programs and activities.
Performs related duties such as compiling data for use in reporting on departmental activities and functions.
Composes letters and reviews documents for completeness, content and compliance with established standards.
Greets all students and visitors to the office, responds to requests/questions, offers available assistance, and/or makes referrals as appropriate.
Handles and maintains information with great sensitivity and in compliance with the Family Educational Rights and Privacy Act (FERPA).
Screens and responds to all telephone and email inquiries.
Makes appointments and manages schedule for the Associate Dean of Students/Director, Residence Life, Associate Director of Residence Life, Residence Hall Assignment Coordinator, Area Directors, and Director of Community Standards.
Uses Microsoft Office Suite, Banner, Star Rez and other data management programs or technology resources to complete tasks as assigned.

Business Process Related:
Assists and supports Residence Life Assignment Coordinator with occupancy and vacancy tracking and reporting, room change tracking, occupancy confirmation and other related duties.
Assists in the tracking, registration, communication and assignment process for Mass Bay students residing at Framingham State.
Assists with operational and logistical tasks associated with early arrivals, vacation period housing, summer housing, senior week and other specified residential programs.
Prepares and distributes housing informational and marketing materials as directed.
Prepares and documents mailings.
Assist students with inquiries by providing instruction regarding housing, programs, and the student conduct system.
Assists in the supervision of work-study students and student employees.
Provide assistance and backup to other staff members in the department as needed.
Check student conduct records for readmit clearance and/or social standing.
Receives cash or checks for fees, restitution, programs, etc., processes deposits and keeps records of money and checks received.
Issues receipts for payments upon checking for accuracy and conformance with established procedures, guidelines, rules and regulations.
Notifies delinquent payers and/or issuers of bad checks of amounts due to obtain required payments.
Receives reports, logs and/or documents and distributes confidential correspondences and reports.

As directed:
Prepares weekly/ monthly/ semester/annual occupancy and/or conduct reports for Residence Life as directed.
Maintains and updates Star Rez/Conduct related data management system by adding entries, attaching files, notating records as directed.
Maintains student files in an organized and secure manner. Works with director to identify records to be archived or purged in accordance with state record retention guidelines and University policy.
Assists in the editing of forms and maintains forms and documents for use of Residence Life staff members.
Assists and collaborates with the Director of Community Standards in areas related to student conduct.
Assists in managing student conduct records and processes. Includes, but is not limited to, conduct file management, responding to report requests, preparing and disseminating correspondence, and scheduling meetings related to the student conduct process.
Maintain restriction data base for Residence Halls and Campus and updates and distributes restriction lists on a weekly basis.

Job Requirements:
Minimum Entrance Requirements:
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. Substitutions:

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

An Associate's degree or higher 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 full-time, non-exempt, benefits-eligible position in the AFSCME bargaining unit. The schedule is Monday-Friday 9:00am-5:00pm. The bi-weekly salary is $1,608.86.

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.