Administrative Assistant II, School of Education

 

General Statement of Duties:

The McKeown School of Education is seeking an Administrative Assistant II to provide front desk support and provide clerical and operational support to the department chairs, departments and program area. The AAII will work as a team player with other administrative staff in the Dean's Office and will be responsible for scheduling meetings, maintaining intranet and communications, supporting personnel hiring and onboarding processes, and start/end of term activities, and perform other duties as assigned.

Salem State University values and appreciates diversity in all its forms and endeavors to create a space that reflects the campus community population which it serves. Our students come to Salem State University from 38 states and 48 countries and reflect the demographics of the greater Boston community in which we live. We are passionate about providing an experience for them and our fellow staff and faculty, where everyone can feel supported while they explore, learn, and celebrate their identities, similarities, and differences. We invite you to become a member of our community.

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Hours: 8:30am-5pm, Monday - Friday
Break: 12-1pm
Salary: $52,906.36 annually/$1,017.43 weekly
Application Deadline: July 7, 2023

Duties and Responsibilities:

(E) - Essential Function

• Provides calendar scheduling and light administrative support to the three Chairs and departmental Graduate Coordinators (two departmental, one program area, two departmental graduate coordinators) (E)
• Responsible for managing the start and end of term punch lists and ensuring all tasks are completed in a timely manner (E)
• Coordinates course evaluations and syllabus collection (E)
• Schedules meetings and booking classroom spaces as appropriate (E)
• Maintains complex and confidential records and faculty evaluation processes as appropriate for the deans and chairs (E)
• Maintains the employee onboarding process and activities for all new employees and actively participates in relevant onboarding and training meetings (E)
• Acts as faculty liaison to Human Resources, Office of the Provost and School of Continuing and Professional Studies to ensure all adjunct and academic contract hires have received appropriate communication, are hired, and receive access to university systems in a timely fashion. (E)
• Supports all faculty hiring and payroll processes internal to the school, including search coordination, following up on the status of hiring documentation in iCIMs, maintaining active faculty rosters, and submitting weekly faculty timecards (E)
• Acts as faculty liaison to ITU Support for system and technology access (hardware and software) and ensures access to all university and school systems relative to their status
• Manages hiring, training and supervision of student workers in the Dean’s Office (E)
• Establishes filing systems and supervises the maintenance of office files, storage, and libraries.
• Liases with Facilities to follow up on necessary requests affecting SOE spaces/employees and coordinates internal protocols for school members to follow for facilities support
• Orders supplies for academic/classroom needs
• Provides a welcoming and hospitable environment to faculty, staff, students and visitors
• Responds to phone and in-person inquiries made to the McKeown School of Education. Screens telephone calls and inquiries, interpreting substance of questions, appropriately referring inquiries or giving information where familiarity with highly complex information or procedures is essential
• Provides coverage for other staff in the Dean’s Office, as needed
• Hospitality coordinator for school community
• Assists in problem solving regarding administrative matters by recommending changes in administrative activities and procedures to improve productivity
• Demonstrates sensitivity to students, faculty, and staff of varying racial, ethnic, religious, gender, cultural, disability, sexual orientation and socioeconomic backgrounds and those with a diversity of learning styles. Actively works to utilize asset-based and anti-racist approaches
• Serve as a role model and mentor to students as appropriate
• Reports to the Department Chairs; works in close collaboration with the deans

Qualifications:

Minimum Entrance Requirements:

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 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 experience.*

II. An Associate 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.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

Licenses/Certifications Required:

None

Preferred Qualifications:

• Three to five experience as an administrative assistant in a higher education or professional setting
• High level of comfort with computers
• Proficiency in Microsoft Office Suite products
• Strong organizational and problem-solving skills

Working Conditions:

Salem State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employees with disabilities. For accommodation information or requests please email eo-hr@salemstate.edu.

Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and interaction with computer equipment; Occasional bending, reaching, lifting, pushing and pulling up to 5 pounds.

This is an on site, in person position.

Special Instructions to Applicants:

Please apply online. Resume and cover letter are not required, but appreciated.

Employment is contingent upon a completed background and CORI check satisfactory to the university.

This position is not eligible for H1B visa sponsorship.

EEO Statement:

Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply.

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