Administrative Assistant I, Department of Criminal Justice
Department Summary: The Criminal Justice department is a large and vibrant one. The department consists of 14 full time and 15 part time faculty and serves a student population of 1000. The Criminal Justice department has both undergraduate and graduate programs and offers many research opportunities.
Position Summary: Administrative Assistant I full-time, 12 month, AFSCME position Tour of Duty: Monday-Friday, 8:00 AM- 4:15 PM (Sat. and Sun. as days off) (Subject to Change) The Administrative Assistant I will serve as the initial contact for internal and external clients, responding to inquiries via phone, in person and email; administrative matters regarding academic affairs, student needs, faculty concerns, and budget/facility/scheduling issues. He or she presents a positive, professional, knowledgeable and accessible representation of the department. He or she will/ may supervise up to four student workers and act as a resource for a graduate assistant, all of whom may assist in the day to day functions of the busy office. This is an AFSCME position and is subject to the terms of that unit agreement.
Essential Duties: 1. Respond to office inquiries, via phone, in person or email. This includes processing and monitoring of all requests made to or by the department in its interactions with outside organizations such as the general public, local government, social service and public service organizations. 2. Oversee budgets for the Department, prepare purchase orders, contracts, and budget transfers using the BANNER system. 3. Monitor office Pro-card usage and reallocate charges. 4. Maintain inventory of office supplies and order supplies as needed. 5. Update and maintain the Department of Criminal Justice web page and social media platforms. 6. Maintain attendance records for faculty. 7. Maintain department files and information databases. 8. Collect data and prepare ad hoc reports. 9. Assist Department Chairperson with verification and data entering of course schedules. 10. Maintain undergraduate and graduate student advising lists. 11. Schedule or arrange for conferences, meetings, and interviews by reserving required facilities, checking the availability of parties involved and notifying appropriate individuals of dates, times and locations. 12. Hire, supervise, train and evaluate student employees and approve work hours via the online reporting system. 13. Other duties as assigned.
Required Qualifications: * Applicants must have at least (A) two years of full-time or equivalent part-time, experience in office management or administration; major duties include one or more of the following: purchasing, personnel management, budgeting, accounting, records managements, work simplification, or program management. (B) Any equivalent combination of the required experience and acceptable substitutions as indicated by State Job Specifications. * Ability to communication effectively, both orally and in writing. * Ability to determine proper format and procedure for assembling items of information * Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations. * Ability to maintain accurate records. * Ability to prepare general reports. * Ability to exercise sound judgment. * Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and /or evaluations * Ability to establish rapport, maintain harmonious working relationships and deal tactfully with others from varied ethnic, cultural and/or economic backgrounds. State Job Specifications are available in the Human Resources Office and/or the department web page: www.bridgew.edu/hr
Preferred Qualifications: * Strong customer services skills. * Proficiency with a variety of software platforms including the MS Office Suite, Banner or equivalent systems and social media platforms. * Strong written and oral communication skills. * Exceptional organizational and follow through skills. * High level of attention to detail. * Ability to effectively manage competing responsibilities and multiple projects. * Ability to effectively prioritize completion of short and long term projects. * Experience in working in a higher education setting
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. * Job information updated 9/5/17