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Administrative Assistant I, Support Staff
Job Description
- Document image all DGCE faculty personnel files utilizing OnBase system
- Add new contracts to faculty digital file each term
- Solicit and document image course syllabi each term
- Each semester produces and distributes Dean’s certificates to eligible students
- Manages the office coverage calendar
- Each academic session, determine which DGCE faculty need classroom observations by running report in PeopleSoft
- Discern which class will be observed
- Communicate with appropriate department chairperson
- Respond to questions.
- Collect and input completed document in OnBase and mark as complete in PeopleSoft
- Order office supplies
- Assist non-credit students with any registration challenges in the third-party providers (Ed2Go, Mind Edge)
- Complete payment vouchers and PO’s for third-party vendors
- Solicit from faculty teaching one-week institutes expenses to be covered by the institute fee
- Arrange for payment of guest speakers
- Assist in arranging for the ordering of supplies
- Assist in the arranging of field trips
- Supervise the student workers
- Manage the dean’s calendar and travel as needed
- Performs other duties as assigned
Minimum Entrance Requirements:
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 below.
Substitutions:
- An associate or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
- An associate or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Special Requirements:
None
Preferred Qualifications:
- Two years of experience working in a higher education setting
- Excellent written, oral, and interpersonal skills
- Ability to learn technological solutions (OnBase, PeopleSoft, MS Outlook)
- Demonstrated high level discretion and sound judgement with confidential information
- Ability to manage competing demands, set priorities, and provide timely responses to urgent issues
- Fluency in second language, Spanish strongly preferred
Working Conditions:
This is a on-site, in-person position in Salem, MA.
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.
Salem State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employees with disabilities. For accommodation information or requests please email eo-hr@salemstate.edu.
Application Instructions:
Please apply online. Resume and cover letter are not required, but are appreciated.
Employment is contingent upon a completed background and CORI check satisfactory to the university.
This position is not eligible for H1B visa sponsorship.
EEO Statement:
Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply.
*Please mention you saw this ad on AcademicJobs.*