Administrative Assistant II; Bartlett College of Science and Mathematics

Bridgewater, MA
Jun 26, 2018
Institution Type
Four-Year Institution

Department Summary: The Bartlett College of Science and Mathematics (BCoSM) offers programs leading to Bachelor's and Master's Degrees through the Departments of Biological Sciences, Chemical Sciences, Computer Science, Geography, Geological Sciences, Mathematics, and Physics. The College and all Departments are housed in the modern Dana Mohler-Faria Science and Mathematics Center. The College is also home to the Center for the Advancement of STEM Education (CASE), which offers numerous innovative programs for K-12 students and educators and community members. Our outstanding faculty and staff members are committed to helping all students succeed in the sciences and mathematics.

Position Summary: Administrative Assistant II;Bartlett College of Science and Mathematics, Deans' Assistant (Full Time, 12-month AFSCME Position) Tour of Duty: Monday - Friday, 8:00-4:15 PM (Subject to Change) (Saturday and Sunday as days off) The Administrative Assistant II will report directly to the Dean of the College and serve as the primary Administrative Assistant tasked with managing the internal and external activities of the Dean's Office. Primary administrative oversight and management of the following academic activities is critical: interact with internal/external stakeholders for the College, management of schedule for the Office of the Dean, coordinate event planning for activities, oversee budgetary activities of the College, and coordinate travel activities for the Dean/Associate Dean.

Essential Duties: * Manage the daily operation and coordination of the Office of the Dean and Associate Dean. Coordinate the schedule of the Office of the Dean. Coordinate and organize College activities and events including retreats, meetings and on-campus visits of potential faculty/staff candidates and external partners (e.g., MassBioEd). * Provide outstanding service and support to prospective and current students in the BCoSM. * Develop connections with critical student-centered campus office staff (e.g., in financial aid, student accounts, registrar, and academic achievement) to be able to direct and guide prospective and current students needing to resolve academic and campus challenges. * Develop and maintain genial, supportive, and cooperative relationships with faculty, staff, students, prospective students, school systems, and the community at large. * Assist and respond to prospective students, students, staff, and faculty with inquiries regarding academic programs in the BCoSM. * Contribute to student success by focusing on student centered practices. * Prepares all travel documents for Dean and Associate Dean in accordance with BSU travel guidelines and requirements. * Assist the Dean and all departmental screening committees in procedural matters involving faculty searches. * Serve as the Dean's representative in resolving administrative issues among the academic departments of the College, other departments within the University or external constituents. * Assist the Dean and/or the Associate Dean with course cancellations, identifying low enrollment courses, and work with the Office of the Registrar, department chairpersons and faculty regarding schedule changes. * Serve on search committees and other committees as directed by the Dean. * Support strategic planning and accreditation processes and functions for the BCoSM. * Organize and prepares on-going budget reports for the BCoSM and monitor all department budgets. Assist in developing and overseeing budget, and identifying related needs of the office of the Dean, the BCoSM, and related entities (e.g., the Office of the Instrumentation Engineer). Monitor and assist with the disbursement of the Dean's contingency funds. Process purchase orders and contracts. Oversee the use of College Pro-card. * Assist with the maintenance of the College web page. * Assist staff and student employees concerning daily administrative activities, including procedures for recruitment and faculty evaluation. * Act as liaison with the Office of Facilities Management to coordinate all facilities issues associated with the Dana Mohler-Faria Science and Mathematics Center. * Manage key card access to the Dana Mohler-Faria Science and Mathematics Center for students, staff, and faculty. * Monitor and address confidential requests for materials from on-campus departments, as well as external agencies. * Maintain the calendar for the conference room in the Dean's Office. * Monitor the copy machine housed within the Dean's Office and responds to needs as appropriate. * Monitor office supplies within the Dean's Office and reorders needed items promptly. * Work closely with the Dean to arrange all communications/events between any College Advisory Boards.

Required Qualifications: * Applicants must have at least (A) three 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, or (B) any equivalent combination of the required experience and the substitutions listed in the MA State Job Specifications. * Knowledge of the principles and practices of office management * Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities. * Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations. * Ability to follow written and oral instructions. * Ability to gather information through questioning individuals and by examining records and documents. * Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence. * Ability to assemble items of information in accordance with established procedures. * Ability to determine proper format and procedure for assembling items of information. * Ability to maintain accurate records. * Ability to communicate effectively in oral expression. * Ability to deal tactfully with others. * Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds. * Ability to give written and oral instructions in a precise, understandable manner. * 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. * Ability to exercise sound judgment. * Ability to exercise discretion in handling confidential information. State Job Specifications are available in the Human Resource Office and/or the department web page:

Preferred Qualifications: * Superior customer service skills. * Superior organizational and time-management skills. * Proficient in Microsoft Office, specifically Excel and Word. * Experience with Banner finance, student information, and payroll systems. * Experience with DegreeWorks

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: $1,798.06 bi-weekly (Grade 17, 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.

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