Administrative Assistant II- School of Graduate,Online and Continuing Education Job Fitchburg Massachusetts USA,Administrative/Clerical

About Fitchburg State University:
Fitchburg State University, located in Fitchburg, Massachusetts, isa 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 30undergraduate programs and 22 master's degree programs, and 7,000full and part-time students. We invite you to learn more about usand how we can help you achieve your educational goals.

Institutional Diversity and Social Justice

Job Description

General Statement of

Duties and Responsibilities:

The Administrative Assistant is a key member of the School of Graduate, Online and Continuing Education (SGOCE), providing administrative support to the Dean, team leaders, and staff while helping to ensure the efficient day-to-day operations of the School. The position serves as a primary point of contact for students, faculty, staff, and visitors; provides executive supportto the Dean; manages calendars, meetings, and communications; and delivers responsive customer service to support the School'sacademic and operational activities.

The position also coordinates a variety of administrative,operational, and academic processes that support graduate, online,and continuing education programs. Responsibilities include coordinating student and faculty-related processes, supporting

Graduate Council operations, maintaining enrollment and recruitment materials, assisting with event planning and recruitment initiatives, and managing projects and communications that help ensure the effective delivery of services and the successfuloperation of the School.

Detailed Duties and Responsibilities

Answers phones and provides customer service to students,faculty, staff and community members that contact or visit theSGOCE office.

Provides administrative assistant functions for the Dean of Graduate and Continuing Education including maintenance of thedean's calendar, messages, supervising communication, maintenance of correspondence and files, schedules meetings and events withcollege-wide staff, secures rooms, orders food, etc.

Coordinates the Graduate Council process for note taking,meeting coordination, organization and tracking of proposals,requesting website update.

Coordinates the student petition process by receivingpetitions, collecting signatures as needed, tracking the petitionsand communicating the outcomes of the petition to students.

Processes stipends for special projects such as coursedevelopment or thesis completion as needed.

Coordinates the student scholarship communication in collaboration with the SGOCE director of operations.

Maintains a current list of all SGOCE program chairs and SGOCEstaff and distributes to the team and other University offices eachsemester or as changes are made.

Responsible for maintaining and tracking current enrollmentmaterials such as program flyers and promotional materials for theoffice.

Coordinates and tracks registration for conferences and eventsfor the team and assists with processing employee reimbursementrequests in alignment with university policies.

Oversees the graduate assistant hiring and communicationprocesses in collaboration with the SGOCE director of operations.

Coordinates the planning of SGOCE events such as the graduatefair, on-campus information sessions, chairs meetings, SGOCEcommencement receptions or faculty development events in collaboration with the SGOCE team.

Coordinates the faculty evaluation process by tracking when theevaluations are required to take place, sending out reminders tothe evaluators to make sure they are completed on-time and processing the payment for all completed evaluations.

Coordinates the ordering and maintenance of office supplies forthe team and serves as the primary department liaison to relatedexternal vendors.

Manages the student advisor assignment process for the SGOCEteam in collaboration with the IT department.

Assists the Director of Operations in collection and tracking of SGOCE course syllabi.

Responsible for reconciling all credit card charges through JPMorgan.

Ensuring all invoices are paid in a timely manner by creatingrequisitions/purchase orders.

Organizes and maintains the shared drive and electronic filesfor the school.

May supervise student work study.

Perform other duties as assigned by the Dean of Graduate and Continuing Education within the job specification of the Administrative Assistant series

This AFSCME union position is part of the Commonwealth Human Resources Division Classification Specifications. Follow the URL https://(Use the "Apply for this Job" box below). for a full description of the classification specifications.

Duties and Responsibilities common to all Administrative Assistant II positions

Provides comprehensive administrative support to assigned staffby 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…

Administrative Assistant II- School of Graduate, Online and Continuing Education