Job Description
Administrative Assistant I, English and Communication, Media, & Performance Depts
Category: Staff Subscribe: Department: English Locations: Framingham, MA Posted: Jun 2, 2025 Closes: Open Until Filled Type: Full-time Position ID: 188713
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About Framingham State University: Framingham State University was founded in 1839 for a singular purpose - meeting a public need to promote the public good. At our founding as the nation's first public normal school, that need was for comprehensively educated public school teachers who would, in turn, promote an educated citizenry. FSU continues to offer exceptional teacher education programs, and while we are proud of our roots as a teachers' college, we have grown far beyond them. Public need continues to evolve, and FSU right along with it. Our students and alumni are making waves in the fashion industry, designing nutrition plans for professional athletes, writing for major media and news organizations, working for Fortune 500 companies right here in Framingham, and so much more. FSU is a proudly public and truly transformative institution offering accessible, affordable educational opportunities that integrate an academically challenging liberal arts education with workforce preparation programs in a highly personalized teaching environment. Our programs have expanded, but our purpose and commitment to public education for the public good remain steadfast.
FSU currently enrolls about 3,000 undergraduate and 1,200 graduate and professional students, offers 60 undergraduate and graduate programs in the arts and humanities, behavioral and social sciences, and professional fields, and enrolls 48% BIPOC students and 54% first-generation college students in our undergraduate programs. We are deeply committed to inclusive excellence and strive to promote a culture of equity and antiracism. This commitment has earned FSU seven Higher Education Excellence in Diversity (HEED) Awards from INSIGHT Into Diversity and led to our recognition in the 2024 Great Colleges to Work For program. We encourage applications from those who share our commitment to promoting a diverse, welcoming, and inclusive community.
FSU is ideally situated between Boston and Worcester on land originally stewarded by the Nipmuc people for thousands of years. FSU and the surrounding area are steeped in history, achievement, and innovation and provide access to urban hotspots, verdant landscapes, natural and cultural amenities, and diverse communities.
Our founding motto, LIVE TO THE TRUTH, was said at the end of each class by beloved first principal, Cyrus Peirce, who sought to discover and teach "truth in theory and principle...truth in spirit and motive...truth in manner and form...truth intellectual and truth moral." Early leaders found this motto "speaks of sincerity of spirit...of intensity of effort, of resolution to succeed, of joy in achievement." LIVE TO THE TRUTH aptly reflects our past and our pledge for the future as it continues to guide our institution in practice and endeavor. If you share in this quest for truth and a commitment to living it fully, make the next chapter of your career the best chapter at Framingham State University.
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Job Description: GENERAL STATEMENT OF DUTIES:
The Administrative Assistant I provides general administrative support to the departments of English and Communication, Media, & Performance as well as the General Education program.
For full class specifications, please view Administrative Assistant Series .
EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:
- Serve as a liaison between faculty and other campus departments, providing information about procedures and policies to faculty regarding the business office, printing services, and other campus offices. Administrative assistants are expected to actively seek and convey information on behalf of faculty regarding campus policies and procedures.
- Serve as primary point of contact for student questions regarding entry into majors and minors, advising schedules, and contacting faculty and distribution and receipt of University forms.
- Schedule work-related appointments and classroom observations for department chairs.
- Coordinate and oversee 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.
- Routinely request or make clerical updates to the departmental and program websites and intranet sites, as outlined and directed by supervisors, including adding/deleting faculty as appropriate, arranging for faculty photographs, posting faculty office hours and contact information, removing outdated material, and posting additional updates and documents as requested.
- Coordinate 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 honor society and awards ceremonies, and other departmental events by reserving rooms, arranging for catering, preparing programs and certificates, and assisting with other services as indicated.
- Coordinate General Education program events, including retreats and workshops, focus groups, and full campus forums by reserving rooms, arranging for catering, and assisting with other services as indicated.
- Manage extensive files related to the departments, services, and personnel.
- Assist chairs with academic scheduling for upcoming academic year, including gathering schedule requests from faculty, preparing Excel spreadsheets, and preparing reports for Chairs' scheduling meeting.
- 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.
- Coordinate field trips by collecting and submitting paperwork, processing payments, and arranging for transportation.
- Provide support, assisting with purchasing materials and paying contractors, for small centers affiliated with academic departments as needed, to include the Mancuso Humanities Workforce Preparation Center.
- Support other departments as needed.
- Ensure that building printers and copy machines are sufficiently supplied with paper and toner.
- Purchase office supplies and academic and teaching supplies using Banner.
- Assist with distribution, collection, and administration of student evaluations.
- Prepare contracts/hiring paperwork for contractors and student workers.
- Process travel paperwork for faculty, including creating encumbrances in Banner.
- Record attendance for faculty and work-study students.
- Photocopy and print documents for faculty as needed.
- Process payments for vendors.
- Assemble and prepare documents for departmental external reviews and accreditations.
- Assemble hiring documents.
- Post notices regarding faculty absences and course cancellations on classroom and office doors.
SUPERVISION RECEIVED:
Reports to the Chairs of English and Communication, Media, and Performance.
SUPERVISION EXERCISED:
N/A
Requirements: MINIMUM QUALIFICATIONS:
- 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:
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
II. An Associate's 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.
PREFERRED QUALIFICATIONS:
Candidates who are bilingual in English and Spanish or English and Portuguese are strongly encouraged to apply.
Additional Information: This is a full-time, non-exempt, benefits-eligible position in the American Federation of State, County, and Municipal Employees (AFSCME) bargaining unit with a title of Administrative Assistant I. The bi-weekly pay rate is $2,028.38 (grade 15, step 1).
Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.
Framingham State University is an equal opportunity employer. The University considers all qualified candidates without regard to race, color, sex, age, national origin, disability status, Veteran status, gender identity, gender expression, sexual orientation, genetic information, or any other characteristics protected by law.
Members of underrepresented or minoritized groups, women, veterans, persons with disabilities, and all persons committed to equity, diversity, and inclusive excellence are strongly encouraged to apply.
Application Instructions: Candidates must apply online by submitting:
- Cover Letter,
- Resume/CV,
- Equity and Inclusion Statement (optional),
- Names and contact information for three (3) professional references.
*The Equity and Inclusion Statement is an opportunity for candidates to discuss professional skills, experience and/or willingness to engage in activities that would enhance the university's efforts to promote a diverse, equitable, and inclusive community. Equity and inclusion statements will be considered as part of a transparent and comprehensive review of candidate application materials.
For full consideration, application materials must be received by June 22, 2025. However, applications may continue to be reviewed until the position is filled.
Framingham State University only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you experience technical issues with the online application process, please submit a helpdesk ticket.
Framingham State University understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance, please contact the Human Resources Office at 508-626-4530 or humanresources@framingham.edu . Framingham State University
Job Tags
Weekly pay, Full time, Contract work, Part time, For contractors,