Administrative Assistant I - Center for the Advancement of STEM Education (CASE)

Posting Details

Position Information

Title Administrative Assistant I - Center for the Advancement of STEM Education (CASE) Department Summary

The Center for the Advancement of STEM Education (CASE) is housed within BSU's Science and Mathematics Center and offers preK-12 outreach, community engagement and professional development programs, with the goal of promoting STEM interest and literacy both regionally and internationally. The Center reaches more than 20,000 students, educators and community members annually and provides undergraduate students the opportunity to participate in and lead STEM outreach activities.

Position Summary

The Administrative Assistant provides comprehensive administrative and programmatic support for the Center for the Advancement of STEM Education (CASE). This position manages administrative processes supporting educational outreach initiatives and serves as a primary administrative liaison among K-12 schools, community partners, students, families, faculty, and university departments.

Working independently and collaboratively, the Administrative Assistant is responsible for coordinating program registrations, communications, purchasing, scheduling, event logistics, records management, and operational support for departmental initiatives, including grant-funded programs. The position requires exceptional organizational skills, attention to detail, customer service, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties

1. Program and Event Administration

Coordinate and administer operational logistics, registration processes, scheduling, and participant services for K-12 outreach programs, educational initiatives, grant-funded programs, departmental events, teacher professional development and special programs. Manage program calendars, room reservations, participant registration and event readiness to ensure successful program delivery.

2. Process Improvement and Operational Effectiveness

Evaluate, streamline, and standardize administrative, registration, event planning, and operational procedures to improve efficiency, consistency, customer service, compliance, and overall program effectiveness.

3. Communications and Stakeholder Relations

Serve as the primary administrative liaison for schools, parents/guardians, community organizations, faculty, staff, and program participants. Prepare, manage, and distribute program-related communications, including confirmations, reminders, agreements, consent forms, updates, surveys, and event correspondence. Maintain departmental contact databases and support outreach and engagement efforts.

4. Science Academy Administration

Manage the administrative operations associated with youth programs and summer academies, including the collection, review, tracking, and maintenance of participant medical documentation and health records in accordance with institutional privacy standards. Coordinate with families, program staff, and healthcare personnel to ensure required documentation is complete, reviewed, and communicated appropriately to support participant safety and program compliance.

5. Compliance and Records Management

Administer compliance requirements related to minors participating in university-sponsored programs and events. Monitor, track, and maintain required background checks, mandatory training certifications, compliance records, participant documentation, employment records, and other confidential files in accordance with university policies, state regulations, and record-retention requirements.

6. Financial and Purchasing Administration

Administer departmental purchasing, contracts, procurement, reimbursements, invoices, purchase orders, travel arrangements, and related financial transactions in accordance with university policies and grant requirements. Maintain financial records and supporting documentation while assisting with budget tracking and program expenditures.

7. Administrative Operations Support

Provide administrative support for departmental operations, including calendar management, meeting coordination, document preparation, electronic records management, and workflow administration. Maintain and update departmental forms, Adobe Sign workflows, and administrative systems to support efficient program and office operations.

Required Qualifications

• Applicants must have at least (A) two 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, (B) any equivalent combination of the required experience and the substitutions below.

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

II. An Associate's 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.

• Ability to exercise discretion in handling confidential information and exercise sound judgement.
• Ability to establish and maintain harmonious working relationships and deal tactfully with others.
• Ability to communicate effectively in oral expression.
• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
• Ability to follow written and oral instructions.
• Knowledge of the principles and practices of office management.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to assemble items of information in accordance with established procedures.
• Ability to maintain accurate records.
• Ability to prepare general reports

State Job Specifications are available in the Human Resources Office or on the Human Resources website -https://jobs.bridgew.edu/

Preferred Qualifications

• Commitment to customer service excellence/support to enhance an environment of equity, diversity, and inclusion
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds

Work Environment

Bridgewater State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employee with disabilities. To request a reasonable accommodation for the application process, please complete and submit this electronic form: https://cm.maxient.com/reportingform.php?BridgewaterStateUniv&layout_id=18

Special Conditions for Eligibility

Please be aware that employment at Bridgewater State University is contingent upon completion of a successful background check. Bridgewater State University is an E-Verify employer.

EEO Statement

Bridgewater State University is an equal employment opportunity employer and considers all qualified candidates without regard to race, color, religion, sex, age, national origin, disability status, veteran status, gender identity, sexual orientation, genetic information, pregnancy or pregnancy-related condition or any other characteristic protected by law.

Position Type AFSCME Classified Salary Range $2,152.54 Bi-weekly (Grade 15, Step 1)

Posting Detail Information

Posting Number S01358P Open Date 09/25/2026 Application Review Start Date Close Date 10/11/2026 Open Until Filled No Special Instructions to Applicants

Please note the following information is optional to complete your application for this position:

• A minimum of three (3) professional reference entries in space provided on the application form.
• Resume/CV
• Cover Letter

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Are you currently a member of a collective bargaining unit that governs employment at Massachusetts State Universities?
• AFSCME
• APA
• MSCA
• Other

Documents Needed To Apply

Required Documents

Optional Documents

• Resume
• Cover Letter