Administrative Assistant II Nutrition and Mathematics - Framingham - Framingham State College

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Administrative Assistant II Nutrition and Mathematics
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RSS Job Feed Department: Nutrition & Health Studies Locations: Framingham, MA Posted: Feb 4, 2026 Closes: Open Until Filled Type: Full-time Salary Type: Annually Salary Range: $61, $61,321.56 Position ID: 197033
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About Framingham State University:
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 in spirit and in manner and intellectual and truth moral." Early leaders found this motto "speaks of sincerity 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 .
Job Description:
GENERAL STATEMENT OF DUTIES:
The Administrative Assistant supports the Chairs and faculty of the Department of Nutrition and Health Studies (NHS) and the Department of Mathematics. The successful candidate must enjoy working with more than two dozen diverse faculty in a very busy atmosphere. The Administrative Assistant communicates well verbally and in writing, pays attention to detail, multi-tasks, and responds effectively and efficiently to many requests for assistance. The Administrative Assistant also interacts with students, other University staff and administrators, along with outside vendors.
SUPERVISION RECEIVED:
Department Chairs of Nutrition & Health Studies and Mathematics
SUPERVISION EXERCISED:

• Part time Administrative Assistant for NHS
• Part time Lab Technician for NHS
• Work-study students or student employees in NHS and Mathematics Department offices

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:
The duties and responsibilities listed are not intended to be exhaustive, rather to illustrate the primary activities undertaken by an Administrative Assistant II in the routine performance of assigned duties in accordance with the Class Specifications as identified by the Human Resources Division of the Commonwealth of Massachusetts.
Duties Related to Department Chair Support:

• Schedule work-related appointments and classroom observations for department chairs.
• Routinely update the departmental websites, adding/deleting faculty as appropriate, arranging for faculty photographs, posting faculty office hours and contact information, removing outdated material and posting additional updates as requested.
• Manage extensive files related to the departments, services, and personnel, including digitizing paper documents, organizing electronic files and folders on the shared network drive, and Microsoft Teams, OneDrive, and Sharepoint.
• Support faculty searches by maintaining records, making travel and dinner arrangements for candidate visits, and scheduling room reservations for on-campus presentations and interviews.
• Coordinate departmental meetings by reserving rooms, arranging for catering, and assisting with other services as indicated.
• Track budget expenditures, deposits, and transfers. Review all deposits, transfers, invoices, purchase orders, and purchase requisitions to ensure that expenses and deposits are allocated to appropriate funds. Assist chairs with drafting fiscal year budgets.
• Prepare contracts/hiring paperwork for contractors and student workers and assist the department chair in assigning tasks to student workers.
• Record attendance for faculty, part-time staff, part-time student employees.
• Assemble and prepare documents for departmental external reviews and accreditations, including the collection of schedules and syllabi each semester from all instructors.
• Assist Chairs with academic scheduling for upcoming academic year, including gathering schedule requests from faculty, preparing Excel spreadsheet, and preparing reports for Chairs' scheduling meeting.
• Maintain a detailed spreadsheet of department scholarships which includes criteria for each scholarship and the names and personal data of each recipient for the current year. For awards given out by departments, complete the steps to get a check cut for the Award Ceremony.
• Complete other duties as assigned.

Duties Related to Faculty/Staff Support:

• Serve as a liaison between faculty/staff and other campus departments, providing information about procedures and policies to faculty/staff regarding the business office, printing services, and other campus offices.
• Administrative assistants are expected to actively seek and convey information on behalf of faculty/staff regarding campus policies and procedures.
• Administrative support to the on-boarding process for new faculty at the departmental level.
• Oversee office set-up for new faculty, to include coordination of phone and IT installation, furniture orders, and office painting and maintenance if required.
• Serve as a point of contact for new faculty regarding hiring paperwork, office assignments, parking and ID protocol, and general office procedures.
• Support field trip coordination by collecting and submitting paperwork, processing payments, and arranging for transportation.
• Process travel paperwork for faculty, including creating encumbrances in Banner.
• Ensure that building printers and copy machines are sufficiently supplied with paper and toner.
• Purchase office supplies and academic and teaching supplies using Banner.
• Contact new vendors and send necessary paperwork for signatures to send to the Business Office to set them up as University vendors.
• Process payments for vendors.
• Post notices regarding faculty absences and course cancellations on classroom and office doors.
• Support other departments as needed.

Duties Specific to Part-time Administrative Assistant and Lab Technician Supports:

• Provide supervision and training, assign and oversee tasks for part-time Administrative Assistant employees who support academic departments as needed.
• Provide training and oversee tasks of Lab Technicians
• Update job descriptions for lab technician and part-time administrative assistant positions when vacant. Complete hiring justification form and all steps in Interview Exchange. Conduct telephone interviews with potential candidates. Set up final interviews with department search committee.
• Liaise with Lab Technician to order supplies for the lab, paper products, kitchen equipment, and resolve reports of broken equipment.
• Oversee the onboarding process for new part-time Administrative Assistant, Lab Technician employees, and temporary employees who support academic department.

WORKING CONDITIONS:
Office Environment
Requirements:
MINIMUM 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 include one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, or (B) any equivalent combination of the required experience and the substitutes 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.
PREFERRED QUALIFICATIONS:

• Proficiency in Microsoft Office, particularly Excel.
• Experience with Banner and 25Live

Additional Information:
This is a full-time, non-exempt, benefits-eligible position in the American Federation of State, County, and Municipal Employees (AFSCME) bargaining unit with a union title of Administrative Assistant II. The bi-weekly pay rate is $2, grade 17, step 1). This is an approximate annual base salary of $61,321.56.
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.
Application Instructions:
Candidates must apply online by submitting:

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

For best consideration, please submit application materials by February 20, 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.