Administrative Assistant to The Academic Deans - Framingham, United States - Framingham State University

Framingham State University

Verified Company

Framingham, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Location:
Framingham, MA
Category:Staff
Posted On:Tue Apr 9 2024

GENERAL STATEMENT OF DUTIES:
Reports to the Academic College Deans.

Responsibilities include complex administrative duties requiring a significant degree of attention to detail, decision-making, confidentiality, skill, reasoning, ability, understanding, independent judgment, and general knowledge of all departments of the colleges.

Has supervisory responsibilities and a customer service orientation. Must be able to interrelate diplomatically and equitably with a diverse group of students, faculty, administrators, and staff.

SUPERVISION RECEIVED:
Academic Deans

SUPERVISION EXERCISED:
Student workers and other support staff as assigned

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:
Regular Responsibilities

Serve as the administrative assistant to two academic deans.
Maintain a high level of confidentiality associated with the sensitive nature of the duties and responsibilities of the deans. Has significant access and exposure to confidential information concerning labor relations matters, management's position on personnel matters, and advance knowledge of employer's collective bargaining proposals.
Manage calendar for the deans. Schedule meetings on behalf of the dean and take meeting requests from department chairs, faculty, staff, and others; reserve appropriate rooms for meetings as needed.
Process the deans' correspondence pertinent to the operation of the Colleges.
Manage the deans' budgets by completing requisitions, transfers, and monitoring work study accounts.
Administer requisition process for purchases and travel encumbrances and reimbursements for the deans. Order supplies and work with 10+ departments and centers that require purchasing with a credit card (Pcard) for purchases not made via the procurement system.
Maintain databases for hiring, credentialing, and personnel actions for fulltime faculty and create reports from these data for Academic Affairs, Human Resources, the Registrar's Office, and other offices as needed.
Enter time and time off requests in payroll system for Academic Department Chairs.
Manage College Teams sites.
Enter faculty credentials in Banner from CVs and official transcripts.
Assist with onboarding new employees in the Colleges and ensuring systems are updated appropriately.
Answer inquiries regarding academic policies and procedures and other matters from students, faculty, staff, and outside individuals; refer to other offices and/or departments as appropriate.
Provide administrative support for faculty fellows and other college leadership as needed.
Manage social media and web content for the Colleges, serving as editor and writer.
Update and edit the Faculty Handbook and Faculty Hiring Guide annually to be reviewed by College Deans and Provost.
Assign, supervise, review, and evaluate the work of student employees and support staff (as assigned).
Demonstrate sensitivity, kindness, and diplomacy in interactions with others.
Safeguard personally identifiable information in a secure and confidential manner.
Manage academic honesty and student disruptive behavior violation processes.
Set up and maintain databases of various constituencies for outreach, including regional partners, local employers, schools, current students, alumni and/or others.
Facilitate college advisory board communications, meetings, materials, and outreach.
Familiarity with Microsoft Office Suite and other relevant software
Strong organizational, communication, and problemsolving skills.
Compose effective correspondence.
Work independently to perform duties and direct inquiries.
Perform other related duties as assigned.

Cyclical Responsibilities

Manage student evaluation process.
Assist with Academic Standing and readmission notification processes.
Serve as custodian of academic personnel action materials (reappointments, tenure, promotion, and posttenure review); prepare faculty list of Post-Tenure Review eligible faculty for notification; stay abreast of deadlines and alert faculty of Dean's recommendation for faculty signature.
Assist the College Deans with major annual events, including Commencement, alumni events, faculty and student events, academic open house events, and admissions events, among others.
Coordinate annual student Awards & Recognition events ? solicit names from faculty; prepare and send invitations; prepare programs, perform welcome/registration duties.
Organize annual retreat for academic chairs reserve retreat center, organize materials provided by deans, and order necessary supplies and food.
Accountable for ensuring that affirmative action, equal opportunity, and diversity are integrally tied to all actions and decisions in areas of responsibility.

Job Requirements:

REQUIRED MINIMUM QUALIFICATIONS:
Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management,