Administrative Assistant I for High-Impact Practices
Department Summary: High-Impact Educational Practices includes the Honors Program, Undergraduate Research, National Fellowships, and other programs shown to contribute directly to students' academic success. BSU's High-Impact Practices programs are working together more cohesively and visibly in order to scale up student participation and ensure equitable access to outstanding student opportunities. Administrators, faculty, and staff in High-Impact Practices collaborate across divisions and programs to raise the profile and effectiveness of these opportunities.
Position Summary: The Administrative Assistant I for High-Impact Practices provides administrative support for the Assistant Provost for High-Impact Practices. This positions also provides administrative support to fellow staff members in the offices of the Honors Program and Undergraduate Research as needed. This individual interacts with current and potential students on a daily basis, assisting them with program requirements, application materials, and various questions about High-Impact Practices at BSU. Duties include tracking student progress, providing support for events, consulting with faculty regarding course offerings each semester, keeping track of budgets, and assisting with daily program/office operations. This person serves as the initial point of contact for the Honors Program and other High-Impact Practices and therefore represents the office and its programs in positive, professional, knowledgable, and accessible ways.
Essential Duties: 1. Communicate with multiple constituencies (including current and prospective students, faculty/librarians, and staff all across campus) as the first point of contact for High-Impact Practices at BSU, especially the Honors Program. Respond to and direct inquiries via telephone, email, online forms, and in-person. Share knowledge about High-Impact Practices operations and procedures. 2. Provide administrative support for the Assistant Provost for High-Impact Practices, schedule appointments for the Assistant Provost; compile data/statistics for the Assistant Provost and faculty/staff program leaders. Oversee day-to-day clerical tasks such as photocopying, answering phones, filing, etc. Provide administrative support on an as needed basis to the Director and Assistant Director of the Honors Program, the Director of Undergraduate Research, the Coordinator of the Adrian Tinsley Program, and faculty/staff leading other High-Impact Practices. 3. Maintain computers and printers for Honors student use: purchase necessary supplies, and work with IT Support for troubleshooting and maintenance. 4. Maintain student records and track student progress, GPAs, and completion of Honors program requirements (e.g., Honors contracts and theses). Check for correctness and distribute to reviewers prospective students' applications for the Honors Program and current students' applications for Honors credits. 5. Serve as a liaison to and share appropriate information with staff in the offices of Academic Affairs, Deans, Registrar, academic departments, Student Involvement & Leadership, Student Employment, Residence Life. 6. Update internal websites, calendars, and bulletin boards, and assist in the production of marketing materials. 7. Monitor the Honors Program budget through data entry, requisition of purchase orders in the Banner system, processing contracts for vendors, tracking balances, and allocating/reconciling Procurement Card charges. 8. Carry out administrative tasks related to the Commonwealth Honors Program reaccreditation process, such as gathering data, maintaining spreadsheets, and requesting reports from Institutional Research. 9. Assist in the planning of events such as Honors Program dinners, the Fall Book Club, student workshops and information sessions, and activities associated with the Honors Student Congress and Honors Residential Learning Community. Reserve rooms/ facilities, track RSVP's, liaise with University Events staff, order food, and notify members of the campus community about dates, times, and locations for events. 10. Consult with Honors Program faculty to verify Honors course and colloquia offerings each semester. Submit course schedules to the Deans' and Registrar's offices. Compile descriptions of courses for website and handouts. Compute enrollment statistics for Honors courses. 12. Notify Registrar's Office at the end of each semester about Honors contracts and transcript notations of Departmental Honors and Commonwealth Honors. Gather information about students' graduation status and create Honors Program Commencement Bulletins. 13. Work with the Admissions Office and New Student Orientation staff in recruitment of new students to the Honors Program and other High-Impact Practices. 14. Attend and support occasional evening and Saturday events. 15. Perform other duties as assigned.
Required Qualifications: 1. Knowledge of the principles and practices of office management. 2. Knowledge of the methods of general report writing. 3. Knowledge of the methods used in the preparation of charts, graphs and tables. 4. Knowledge of the types and uses of general office equipment. 5. Ability to understand, explain, and apply the rules and procedures governing the office/program activities. 6. Ability to analyze and determine the applicability of data, to draw conclusions, and to make appropriate recommendations. 7. Ability to follow written and oral instructions. 8. Ability to gather information through questioning individuals and by examining records and documents. 9. Ability to write concisely, to express thoughts clearly, and to develop ideas in logical sequence. 10. Ability to assemble items of information in accordance with established procedures. 11. Ability to determine proper format and procedure for assembling items of information. 12. Ability to prepare general reports. 13. Ability to maintain accurate records. 14. Ability to prepare and use charts, graphs, and tables. 15. Ability to communicate effectively in oral expression. 16. Ability to give written and oral instructions in a precise, understandable manner. 17. Ability to deal tactfully with others. 18. Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural, and/or economic backgrounds. 19. Ability to exercise sound judgment. 20. Ability to exercise discretion in handling confidential information.
Preferred Qualifications: 1. Knowledge of Microsoft Excel and other Microsoft Office applications 2. Knowledge of Banner system 3. Experience working with college/university faculty 4. Experience working with college/university students 5. Precise knowledge of correct grammar, mechanics, and usage, and skills of careful proofreading
Physical Demands: Bridgewater State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employee with disabilities. Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and interaction with computer equipment; Occasional bending, reaching, lifting, pushing and pulling up to 5 pounds.
Special Conditions: Please be aware that employment at Bridgewater State University is contingent upon completion of a successful background check.
EEO Statement: Bridgewater State University (BSU) is an affirmative action/equal opportunity employer which actively seeks to increase the diversity of its workforce. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people.
Salary Range: $1,608.86 bi-weekly (Grade 15, Step 1)
Special Instructions: Please note the following information is required to complete your application for this position: *a minimum of one (1) employment history entry. *a minimum of three (3) professional reference entries.