Administrative Assistant I, Academic Achievement Center
Department Summary: The Academic Achievement Center (AAC) is the largest hub of student academic services at Bridgewater State University. The AAC provides a comprehensive array of academic support programs and services including academic advising through the Haughey Freshman Advising Program, support for students with documented disabilities through the Office of Disability Resources, academic tutoring through the Learning Assistance Program, and undergraduate and graduate testing through the Testing Services Center. All of these programs and offices are designed to assist students in reaching their intellectual pursuits and long-term academic goals.
Position Summary: Full-time, 12 month, AFSCME position Tour of Duty: 8:00 a.m. to 4:00 p.m, Monday through Friday (Saturday and Sunday as days off) *Initial assignment only. Subject to change according to institutional needs. The Administrative Assistant I is responsible for the day-to-day administrative management of the Academic Achievement Center (AAC). The AAC is a busy, fast-paced environment. This position serves as "Front Line" for all office traffic under the domain of the AAC for advising and special programming each semester, and functions as a team member of the Academic Achievement Center in the development and implementation of processes necessary to accomplish the goals and philosophy of the department and the University.
Essential Duties: 1. Respond to and direct inquiries from students, parents and guardians, administrators and faculty via phone, email or in person. 2. Disseminate information to students and their parents/guardians regarding the university, academic policies and processes (i.e. new freshman and transfer entry orientation and registration, continuing student registration or withdrawal from the University, Change of Major, late withdrawal process, housing appeals etc.). Assist students and their parents/guardians in completing the appropriate forms. Refer students to appropriate campus resources and departments for additional support. 3. Purchase office supplies, printing materials, and other purchasing needs for all offices within the Academic Achievement Center. Process purchase orders using the Banner system and track office spending on supplies and other materials. 4. Manage all office equipment including printers, photocopy machine, and other essential office tools. Troubleshoot maintenance issues as needed. 5. Assist with supervision and training for undergraduate student workers who serve as office assistants for the AAC. Disseminate information on internal procedures and administrative policies to graduate student workers, faculty advisors, administrators and other staff members. Provide training on internal procedures and policies to undergraduate student workers. 6. Maintain and periodically update a manual of office procedures for staff and student workers. 7. Provide administrative support to staff, administrators and faculty who work in the AAC as needed. Schedule student advising meetings for all staff academic advisors, academic counselors, and faculty advisors. Also responsible for scheduling internal staff and committee meetings. 8. Provide administrative support to New Student, Transfer, Summit and Freshmen Grade Point Recovery Orientation programs as needed. 9. Monitor and track the number of university withdrawal forms processed by academic advisors in the Center. Use the online Recruiter Enrollment Management System to assist with the tracking of student attendance at New Transfer Student Advising Workshops. Create attendance reports and ad hoc reports as requested by the Director. 10. Assist Academic Achievement Center managers with the hiring of student workers and graduate assistants each fiscal year using the University's online applicant tracking system, People Admin. 11. Assist the Director with the annual coordination of search committees and scheduling of interviews for graduate assistants. 12. Other duties as assigned.
Required Qualifications: 1. 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 listed on Mass state job specifications. 2. Knowledge of the principles and practices of office management 3. Knowledge of the methods of general report writing. Ability to prepare general reports. 4. Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations. 5. Ability to follow written and oral instructions. 6. Ability to gather information through questioning individuals and by examining records and documents. 7. Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence. 8. Ability to assemble items of information in accordance with established procedures. 9. Ability to determine proper format and procedure for assembling items of information. 10. Knowledge of the types and uses of general office equipment. 11. Ability to maintain accurate records. 12. Ability to communicate effectively in oral expression. 13. Ability to give written and oral instructions in a precise, understandable manner. 14. Ability to deal tactfully with others. 15. Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds. 16. 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; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action. 17. Ability to exercise sound judgment. 18. Ability to exercise discretion in handling confidential information. State Job Specifications are available in the Human Resources Office and/or the department web page: www.bridgew.edu/hr
Preferred Qualifications: 1. Associates Degree 2. Professional administrative experience in a college or higher education setting. 3. Excellent interpersonal and customer service skills. 4. Excellent organizational, written and oral communication skills. 5. High degree of personal and professional integrity, respect for privacy and confidentiality. 6. Excellent organizational and problem solving skills. 7. Strong computer and analytical skills; ability to work with student information systems such as Banner and other databases. 8. Experience using Microsoft Office Suite, specifically Excel. 9. Previous supervisory experience.
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.