Framingham State University · 14 hours ago
Administrative Assistant II Nutrition and Mathematics - Framingham State University
Framingham, MA
Full-time
Onsite
Mid Level
$61K/yr - $61K/yr
3+ years expFramingham State University is seeking an Administrative Assistant II to support the Chairs and faculty of the Department of Nutrition and Health Studies and the Department of Mathematics. The role involves managing administrative tasks, coordinating departmental activities, and providing support to faculty and staff in a busy academic environment.
College RecruitingEducationE-LearningUniversities
Responsibilities
Schedule work-related appointments and classroom observations for department chairs
Routinely update the departmental websites, adding/deleting faculty as appropriate, arranging for faculty photographs, posting faculty office hours and contact information, removing outdated material and posting additional updates as requested
Manage extensive files related to the departments, services, and personnel, including digitizing paper documents, organizing electronic files and folders on the shared network drive, and Microsoft Teams, OneDrive, and Sharepoint
Support faculty searches by maintaining records, making travel and dinner arrangements for candidate visits, and scheduling room reservations for on-campus presentations and interviews
Coordinate departmental meetings by reserving rooms, arranging for catering, and assisting with other services as indicated
Track budget expenditures, deposits, and transfers. Review all deposits, transfers, invoices, purchase orders, and purchase requisitions to ensure that expenses and deposits are allocated to appropriate funds. Assist chairs with drafting fiscal year budgets
Prepare contracts/hiring paperwork for contractors and student workers and assist the department chair in assigning tasks to student workers
Record attendance for faculty, part-time staff, part-time student employees
Assemble and prepare documents for departmental external reviews and accreditations, including the collection of schedules and syllabi each semester from all instructors
Assist Chairs with academic scheduling for upcoming academic year, including gathering schedule requests from faculty, preparing Excel spreadsheet, and preparing reports for Chairs' scheduling meeting
Maintain a detailed spreadsheet of department scholarships which includes criteria for each scholarship and the names and personal data of each recipient for the current year. For awards given out by departments, complete the steps to get a check cut for the Award Ceremony
Complete other duties as assigned
Serve as a liaison between faculty/staff and other campus departments, providing information about procedures and policies to faculty/staff regarding the business office, printing services, and other campus offices
Administrative assistants are expected to actively seek and convey information on behalf of faculty/staff regarding campus policies and procedures
Administrative support to the on-boarding process for new faculty at the departmental level
Oversee office set-up for new faculty, to include coordination of phone and IT installation, furniture orders, and office painting and maintenance if required
Serve as a point of contact for new faculty regarding hiring paperwork, office assignments, parking and ID protocol, and general office procedures
Support field trip coordination by collecting and submitting paperwork, processing payments, and arranging for transportation
Process travel paperwork for faculty, including creating encumbrances in Banner
Ensure that building printers and copy machines are sufficiently supplied with paper and toner
Purchase office supplies and academic and teaching supplies using Banner
Contact new vendors and send necessary paperwork for signatures to send to the Business Office to set them up as University vendors
Process payments for vendors
Post notices regarding faculty absences and course cancellations on classroom and office doors
Support other departments as needed
Provide supervision and training, assign and oversee tasks for part-time Administrative Assistant employees who support academic departments as needed
Provide training and oversee tasks of Lab Technicians
Update job descriptions for lab technician and part-time administrative assistant positions when vacant. Complete hiring justification form and all steps in Interview Exchange. Conduct telephone interviews with potential candidates. Set up final interviews with department search committee
Liaise with Lab Technician to order supplies for the lab, paper products, kitchen equipment, and resolve reports of broken equipment
Oversee the onboarding process for new part-time Administrative Assistant, Lab Technician employees, and temporary employees who support academic department
Qualification
Required
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 include one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, or (B) any equivalent combination of the required experience and the substitutes below
An Associate's degree or higher with a major in business administration, business management, or public administration may be substituted for a maximum of two years of the required experience
An Associate's degree or higher with a major other than 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
Preferred
Proficiency in Microsoft Office, particularly Excel
Experience with Banner and 25Live
Company
Framingham State University
Framingham State University is the state-supported institution of public higher education for the training of teachers.
201-500 employees
Funding
Current Stage
Growth StageTotal Funding
$1.95MKey Investors
U.S. Department of EducationMassachusetts Life Sciences Center
2018-01-03Grant· $1.5M
2017-02-16Grant· $0.45M
Leadership Team
Dr. Bob Krim
Visiting Prof. -. Cultivating Innovation & Founder, Entrepreneur Innovation Center FSU
Iris Godes
Dean of Strategic Enrollment Management/Chief Enrollment Officer
Recent News
2025-09-23
2025-07-22
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