DGCE Administrative Assistant II

Job Description:

GENERAL STATEMENT OF DUTIES:

The Administrative Assistant II will oversee the daily operations of the Division of Graduate and Continuing Education (DGCE). The role serves as a primary point of contact for DGCE students, faculty, and staff; issues student communications for diverse processes and program documentation; coordinates academic approvals and approval-based registration-related processes; and supports graduation and commencement activities. The position ensures accurate recordkeeping, timely communication, and effective coordination with academic departments and administrative offices to support the efficient operation of the Division of Graduate and Continuing Education.

Please review the classification specifications for the Administrative Assistant Series.

SUPERVISION RECEIVED:

Directly supervised by the Dean of DGCE. Is assigned work by and provides support to DGCE professional staff.

SUPERVISION EXERCISED:

n/a

EXAMPLES OF SPECIFIC

DUTIES AND RESPONSIBILITIES:

• Provide high-quality customer service to graduate students, faculty, and staff by responding to inquiries and providing guidance on graduate program policies, procedures, admissions, and registration processes.
• Serve as a primary point of contact for graduate program inquiries, functioning as a help desk for students, faculty, and staff.
• Maintain and manage graduate student records in Banner and other databases, ensuring accuracy and compliance with institutional policies.
• Monitor student enrollment and academic progress; prepare reports and assist with communications to various graduate student populations.
• Prepare documentation needed for the Dean to make decisions on transfer and substitution requests, seminar and capstone eligibility, directed, and independent study applications. This includes reviewing student academic records, cross-referencing with the degree requirements, and university policies.
• Process and coordinate academic approvals, including transfer and substitution requests, seminar and capstone eligibility, directed, and independent study applications.
• Support graduation processes by reviewing student records, assisting with degree audits, and processing comprehensive exam and commencement applications.
• Assist with monitoring academic standing and preparing communications related to academic warnings, dismissals, and other status updates.
• Coordinate administrative processes related to graduate programs, including managing documentation, supporting commencement activities, and producing contracts for part-time coordinators, advisors, instructors, and consultants.
• Coordinate scheduling and provide administrative support for comprehensive examinations, including reviewer hiring and compensation processes.
• Maintain and update departmental documents such as the Graduate Student Handbook and the DGCE Faculty Handbook.
• Create and distribute course certificates and vouchers for supervising practitioners, students, and other constituencies.

WORKING CONDITIONS:

Standard office environment on the Framingham State University campus.

Work is conducted in-person on-campus in an office setting Monday-Friday, 8:45 am - 5:00 pm. Would be eligible for limited hybrid work opportunities consistent with the Staff Telework Guidelines.

Occasional evening or weekend hours, compensated according to overtime requirements, may be required to support DGCE events, academic cycles, or student needs.

Requirements:

MINIMUM 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 below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required…