Administrative Assistant II, School of Social Work

Commonwealth of Massachusetts•Salem, MA

2d•Onsite

About The Position

The College of Arts and Sciences is seeking an administrative assistant II (AAII) to support one or more department chairs. The Administrative Assistant serves as the face of the department and is visible and accessible to students, faculty and staff in the department(s) to which they are assigned. In this position it is critical that they learn general policies and procedures linked to their respective departments and are familiar with the main offices on campus so as to be able to best direct queries from students, faculty, staff, and the community. This role provides administrative assistance requiring a significant degree of decision making and knowledge of the functions of the departments, including budget and enrollment. The AAII assists chairpersons with the development of reports and grants, review of accreditation/program documents, proposals, and alumni correspondence, and requires discretions and confidentiality with sensitive information. Duties require considerable word processing skills and records management skills. Accurate creation and maintenance of department records, files, and databases for the department(s) and specific student(s) a; answers telephone calls, responds to inquiries from students and professional organizations related to the department(s). What you do at Salem State University matters. As a staff member, you'll be part of an institution that is a proud Hispanic-Serving Institution and that serves one of the most diverse student bodies in Massachusetts. We believe in building a workplace culture that mirrors our values: inclusive, equitable and driven by a genuine desire to help people succeed. You'll find professional development opportunities, a supportive team environment and work that connects directly to our students' futures.

Requirements

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

Nice To Haves

Familiarity with Spanish
Previous experience in higher education
Experience working in a multitasking high customer contact environment
Experience using PeopleSoft, CFRS, Fusion and Procard systems and knowledge of current software packages such as MS Word, Access, Excel and PowerPoint
Strong time management skills and ability to organize, prioritize and complete multiple tasks simultaneously with close attention to detail in order to meet deadlines
Technical knowledge and the ability to develop and maintain appropriate systems and databases to support office operations are necessary
Strong interpersonal, oral, and written communication skills
Ability to exercise discretion in handling confidential information
Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds
Ability to work effectively individually and as a member of a team
Previous supervisory experience, including planning and assigning work according to the nature of the job to be accomplished

Responsibilities

Serves as the face of the department and is visible and accessible to students, faculty and staff.
Learns general policies and procedures linked to their respective departments.
Is familiar with the main offices on campus to best direct queries.
Provides administrative assistance requiring a significant degree of decision making and knowledge of the functions of the departments, including budget and enrollment.
Assists chairpersons with the development of reports and grants, review of accreditation/program documents, proposals, and alumni correspondence.
Handles sensitive information with discretion and confidentiality.
Performs duties requiring considerable word processing skills and records management skills.
Accurately creates and maintains department records, files, and databases.
Answers telephone calls and responds to inquiries from students and professional organizations related to the department(s).