Administrative Assistant, Arts & Ideas Series

Framingham State University•Framingham, MA

About The Position

This part-time Administrative Assistant position for Framingham State University's Arts & Ideas Series is an exciting opportunity for a detail-oriented and self-managing individual. The Arts & Ideas Series features engaging speakers, performers, exhibitions, and films that represent campus programming at its best. The Administrative Assistant will provide support to the Coordinator of the Arts & Ideas Series and the Arts & Ideas committee, as well as to the individual faculty, staff, and students who serve as event organizers for each event. In order to fulfill the assigned duties, the Administrative Assistant must use technical and organizational skills, work efficiently on several projects concurrently, and collaborate with various people and offices across campus. The series supports approximately 12 events over the course of the academic year.

Requirements

At least two years of full-time or equivalent part-time experience in office management, office administration, business management, or business administration with experience including one or more of the following functions: event planning, program management, grant management, budgeting, accounting, records management, work simplification.
An Associate's or higher degree in a closely related area of study may be substituted for the required two years of experience.
An Associate's or higher degree in other areas of study may be substituted for a maximum of one year of the required experience.

Responsibilities

Meet regularly with the Coordinator of Arts & Ideas.
Send emails for calls for theme, applications, and event notifications for Arts & Ideas; along with generating any necessary forms for that work.
Promote events to the broader community.
Collaborate with event leaders on details of events, needed marketing materials, etc.
Work with the Marketing and Communications on design of marketing materials.
Pick up posters and flyers from the copy center.
Deliver posters to McCarthy Center and Library.
Post and update events on online services, including Patch, Eventbrite, and Ramlink.
Notify the Framingham Public Library.
Organize the advisory committee meetings: Schedule meetings (settling time, date, and venue), Collect agenda items and distribute the agenda, Set date, time, and venue. Reserve room if in-person, or generate Zoom link, if virtual and share the meeting info. During the meeting, record the minutes. After the meeting, send the minutes to the Coordinator for approval. Distribute documents necessary for committee votes.
Organize Arts and Ideas events.
Interact with administrative assistants of departments to share list of responsibilities.
Maintain a promotional best practices checklist for event leaders.
Participate in planning meetings with event leaders on budget and best-fit options for campus spaces.
Make necessary arrangements with IT department for needed technology.
If the event will be conducted virtually: set up the Zoom webinar link, set up the registration site for people to access the Zoom link, make the Coordinator a co-host of the Zoom meeting, send the link to the Coordinator of Arts and Ideas.
During in-person operations: reserve the venue and confirm with Coordinator, assist with travel arrangements, including transportation and lodging, for invited guests, track attendance numbers at events.
Handle budget reporting and payments: Confirm receipt of budget variance analysis from FSU Business office every month. If there are any budget changes or transactions, document them and notify the Coordinator. These may include payments, transfers of funds from co-sponsors, and so on. These should also be discussed during the weekly meetings.
Make sure all event leaders submit vendor forms for their events and confirm vendor numbers are generated for contractors through FSU Business Office.
Make sure payments and honoraria are made to contracted speakers on the promised dates.
If any conversations or clarifications are required by the contractors, discuss with the Coordinator and follow up with the contractors.
Handle the paperwork to pay the University's museum memberships.
Complete other duties as assigned.