Administrative Assistant I, Office of Student Involvement and Leadership
Department Summary: The Office of Student Involvement and Leadership is an administrative department established to cultivate diverse and challenging involvement opportunities for Bridgewater State University students. Through campus-wide program development, and advising roles, the department will offer students the chance to develop leadership skills and experience interpersonal interaction that will enhance their personal and academic lives. Student Involvement and Leadership provides guidance to BSU's 80+ student organizations, supports the planning and implementation of over 400 events per academic year (including 70+ planned by Program Council). The office also oversees the day to day operations of the Rondileau Campus Center, working to create a welcoming environment for all members of the BSU community.
Position Summary: Administrative Assistant I, Office of Student Involvement and Leadership 12 month, AFSCME unit position. Tour of Duty: Monday through Friday 9:00 am to 5:00 pm (Saturday and Sunday as days off) *Initial assignment only. Subject to change according to institutional needs. The primary responsibility of this position is to provide administrative support for office operations. This position works in a fast paced, student-centered office environment, and provides clerical support and superior customer service to a diverse group of students, families and other BSU departments.
Essential Duties: 1. Provide front line customer service by serving as the initial contact person for the Office of Student Involvement and Leadership (OSIL). Perform clerical duties including but not limited to: answering telephones and directing calls; responding to departmental e-mail and voicemail; data entry; assisting in preparation of large mailings; sorting and distributing mail daily. Provide clerical support to the Director and Associate Director (s) of Student Involvement and Leadership as needed. 2. Assist OSIL staff with scheduling and/or arranging meetings, conferences, interviews, and appointments. 3. Provide administrative support in the completion of travel arrangements for OSIL supervisors in accordance with established procedures. 4. Make referrals for students on a variety of concerns related to campus life. 5. Act as a liaison with contracted vendors to exchange information, resolve problems and coordinate activities. Assure prompt completion of performance and service contracts for departmental events and events in partnership with student volunteers and staff advisors. 6. Review and analyze data within outlined area activities in order to improve work methods, determine progress, and revise established procedures and/or to provide information to supervisors. 7. Manage the office budget in accordance with established procedures. This includes but is not limited to: credit card usage and allocation, contracts, purchase orders, budget transfers, and payment of invoices. 8. Provide administrative support for event planning of departmental activities, including event reservations and catering orders. Track the registration and completion of fundraisers and other events that require money collection in partnership with the Accountant. Serve as the primary manager of the department's Marketplace Site with the purpose of setting up and maintaining stores and products for clubs. Coordinate with Accountant when payments are being received to ensure tracking in Banner. Serve as primary point of contact for the non-Athletic appearances for the campus mascot, Bristaco the Bear. 9. Complete monthly and annual reports as directed. 10. Maintain student organization files and historical information about registered student organizations. Assist in online management of all student organization registration processes. Track compliance of student organizations in meeting established requirements for recognized organizations. Assist in the management of the Involvement Network, the university's online portal for student organization management. This includes but is not limited to updating student organization advisor information, assisting students with managing pages, preparing reports and updating club status information as directed. 11. Attend all staff meetings and professional development as determined by the Office of Student Involvement and Leadership and/or Student Affairs and Enrollment Management. 12. Other duties as assigned. This is an AFSCME position and is subject to the terms of that unit agreement. State Job Specifications are available in the Human Resources Office and/or the department web page: www.bridgew.edu/hr
Required Qualifications: 1. Applicant must have at least two years 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, budget, accounting, records management, work simplification, grants management, contract administration or program management (or any equivalent combination of the required experience and the substitutions per state job specifications). 2. Ability to exercise sound judgment. 3. Ability to maintain accurate records. 4. Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations. 5. Ability to communicate and follow instructions both orally and in writing. 6. Ability to deal tactfully with others. 7. Ability to exercise discretion when handling confidential information.
Preferred Qualifications: 1. Superior customer service skills and the ability to prioritize multiple responsibilities. 2. Working knowledge of Microsoft Office suite 3. Familiarity/experience using BANNER 4. Familiarity/experience using Campus Labs platforms including Engage 5. College campus work 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.