Administrative Assistant II

Fitchburg State University, located in Fitchburg, Massachusetts, is a public institution dedicated to integrating high-quality professional programs with strong liberal arts and sciences studies. Founded in 1894, the university now has more than 30 undergraduate programs and 22 master's degree programs, and 7,000 full and part-time students. We invite you to learn more about us and how we can help you achieve your educational goals.

Fitchburg State University embraces a commitment to diversity, inclusion, belonging and social justice. We encourage individuals from historically underrepresented groups to apply and also those who can contribute to diversity, inclusion and equal opportunity in higher education through their teaching, research and mentorship.

General Statement of

Duties and Responsibilities:

The Administrative Assistant II provides essential administrative and clerical support to ensure the smooth and efficient operation of college offices and programs. Working both independently and as part of a team, the incumbent manages multiple priorities and responds to diverse demands with professionalism and sound judgment. This role requires a high degree of organization, attention to detail, and the ability to maintain confidentiality while fostering a welcoming environment for students, faculty, staff, and visitors.

Responsibilities include managing communication and information flow, supporting budget and reporting processes, coordinating events, and assisting with general office operations in compliance with institutional policies.

• Provides comprehensive administrative support to assigned staff by managing calendars, drafting and editing correspondence, organizing and maintaining files and records, and monitoring departmental processes to ensure efficient workflow and communication
• Confers with internal staff and institutional personnel to exchange information, coordinate efforts, and gather details concerning programs, services, and operations.
• Prepares and disseminates communications through email and other electronic systems to share information regarding university activities, resources, and announcements.
• Assists in the planning and coordination of department sponsored events or meetings, including responding to inquiries, scheduling spaces, preparing materials, ordering supplies or refreshments, and arranging logistical details.
• Serves as a first point of contact by greeting visitors, answering phones, and assisting students and others with general inquiries or referrals.
• Maintains office systems and databases, ensuring organization, accuracy, and adherence to confidentiality and data management standards.
• Monitors and orders office supplies and materials, initiates purchase requests and ensures compliance with procurement policies.
• Assists in tracking departmental budgets and expenditures, compiling financial data, processing invoices and purchase orders, and preparing standard reports for review by supervisors or fiscal staff.
• Demonstrates professionalism, organization, and the ability to manage multiple priorities in a fast-paced setting while supporting a positive environment
• Supervises and trains student workers by assigning tasks, providing clear instructions and guidance, monitoring performance, and offering ongoing support and feedback. Ensures student workers adhere to safety protocols, maintain professionalism, and contribute effectively to daily operations as well as fostering a positive learning environment to enhance student development and operational efficiency.

• Provides administrative support to the Executive Director of Grant-funded Success Programs.
• Assists the Executive Director of Grant-funded Success Programs with administrative tasks; primary assistance will be related to budget, supplies, requisitions and student/contractor payroll.
• Composes and edit correspondence and complete administrative forms/reports.
• Performs miscellaneous general office duties, such as: monitoring department inventories and ordering supplies as necessary, answering telephones and distributing messages, maintaining calendars, sorting and distributing mail, coordinating purchasing and payment activities for the department, maintaining department files and assisting with special orders.
• Produces various reports from Banner, tracks undergraduate and graduate students via the university's advising platform, SSC; may prepare reports and presentations using Microsoft Word, Excel, and Power Point, or similar programs from the Google Suite. Assists with collecting and analyzing data.
• Uses Banner System to request purchases and process authorizations for payment; verify goods/services received and resolve discrepancies with vendors; assist in Division budget preparation by researching costs for budget requests and preparing budget paperwork.
• Processes all financial transaction forms, such as: contracts,…