Administrative Assistant I

Worcester State College

Worcester, MA

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JOB DETAILS

SALARY

SKILLS

Accounting, Administrative Management, Administrative Skills, Alliance/Partner Marketing, Analysis Skills, Budgeting, Business Administration, Change Management, Communication Skills, Contract Management, Customer Support/Service, Data Analysis, Data Collection, Dental Insurance, Disciplinary Action, Documentation Review, Email Management/Administration, Employee Orientation, Expense Reports, Federal Government, Financial Aid, Grant Administration/Management, Legal Standards, Mail Processing, Office Equipment, Office Management, Operational Strategy, Operations Management, People Management, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Procurement Management, Project/Program Coordination, Project/Program Management, Public Administration, Record Keeping, Records Management, Regulations, Regulatory Compliance, Reporting Skills, Scholarship, Training/Teaching, Tuition Fees, Writing Skills

LOCATION

Worcester, MA

POSTED

1 day ago

Job Description:

OFFICIAL TITLE: Administrative Assistant I
SUPERVISION RECEIVED: Associate Dean for Graduate Studies & Professional Development
SUPERVISION EXERCISED: May supervise part-time personnel assigned to the department

General Statement of Duties: This position will support three areas: Dual Enrollment/Early College, DGCE registration, and Center for Effective Instruction.

Incumbents of positions in this series monitor assigned unit activities; confer with agency staff; maintain liaison with others; review and analyze data concerning assigned unit activities; prepare reports; respond to inquiries; compile data; and perform related work as required.

The basic purpose of this work is to provide administrative support in connection with assigned unit activities such as office services, records control, agency personnel services, etc. Major work contacts are with agency staff and the public.

Responsibilities:

(E) = Essential

(E) Monitors assigned unit activities to ensure effective operations in compliance with established standards.
(E) Confers with staff in order to exchange information, to coordinate efforts and to obtain information concerning program and activities.
(E) Maintains liaison with various local, state and federal agencies and others to exchange information, to resolve problems and to coordinate activities.
(E) Reviews and analyzes data concerning assigned unit activities in order to improve work methods, determine progress, revise established procedures and/or to provide information to superiors.
(E) Prepares reports concerning assigned unit activities in order to furnish required information and to make recommendations concerning procedures, programs and activities.
(E) Responds to inquiries in order to provide information concerning assigned unit activities.
(E) Performs related duties such as compiling data for use in reporting assigned unit activities.
(E) Compose letters and review documents for completeness, content and compliance with regulatory and legal standards.
(E) Create and update shared Google documents for Dual Enrollment/Early College high school partners
(E) Process registrations for Dual Enrollment/Early College (DE/EC), Division of Graduate and Continuing Education (DGCE), and Center for Effective Instruction (CEI)
Assist with managing roster changes for Dual Enrollment/Early College (DE/EC), Division of Graduate and Continuing Education (DGCE), and Center for Effective Instruction (CEI)
Send final rosters to instructors and guidance counselors for DE/EC courses
Mail informational postcards to all DE/EC students who pass their DE/EC courses
End students' DE/EC programs in Colleague each term
(E) Arrange for course shells to be added to schedule on a rolling basis
(E) Collect, record, and deposit payments for DE/EC, DGCE, and CEI offerings
(E) Work with IT on registration uploads for Dual Enrollment/Early College
(E) Track and monitor financial aid and/or grants and scholarships to cover class costs
(E) Invoice grants to cover class costs
(E) Process application materials for Apprenticeship and other CEI programs
(E) Create instructor contracts in Interview Exchange and Google Docs
(E) Monitor instructor contracts to ensure payments are made
(E) Help manage mail, emails, and phone calls and messages for DE/EC, DGCE and CEI
(E) Support DE/EC and CEI directors and DE/EC program coordinator with administrative tasks, including running reports
(E) Respond to students' and 3rd-party partners' inquiries
(E) Track and record payments collected, as well as expenses, for reporting purposes
(E) Provide outstanding customer service to students, instructors, and colleagues
(E) Provide on-the-job training and orientation for employees.
(E) Review, analyze and prepare reports concerning assigned unit activities.
(E) Oversee and coordinate the activities of subordinates in connection with the preparation and maintenance of reports, records and documents.
Perform other duties as assigned within the Administrative Assistant classification.

Class specifications may be found at

Requirements:

Required Qualifications:

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's 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'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.*

*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.

Knowledge of the principles and practices of office management.
Knowledge of the methods of general report writing.
Knowledge of the methods used in the preparation of charts, graphs and tables.
Knowledge of the types and uses of general office equipment.
Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
Ability to follow written and oral instructions.
Ability to gather information through questioning individuals and by examining records and documents.
Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
Ability to assemble items of information in accordance with established procedures.
Ability to determine proper format and procedure for assembling items of information.
Ability to prepare general reports.
Ability to maintain accurate records.
Ability to prepare and use charts, graphs, and tables.
Ability to communicate effectively in oral expression.
Ability to give written and oral instructions in a precise, understandable manner.
Ability to deal tactfully with others.
Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and /or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
Ability to exercise sound judgment.
Ability to exercise discretion in handling confidential information.
Knowledge of the principles, practices and techniques of supervision.

Preferred Qualifications:

Knowledge and experience working with Colleague.
Knowledge and experience working with Google documents.

Additional Information:

Worcester State University is an Affirmative Action/Equal Opportunity Employer which seeks to reflect the diversity of its community.

Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.

This is a grade 15, non-exempt, full-time (37.5 hours/week), benefited AFSCME position. The bi-weekly salary is $2,110.33 (annual salary is $54,868.58). The work schedule is Monday- Friday (on-campus) 8:15am- 4:30pm.

Worcester State University offers a competitive benefits package that includes:

a choice of 8 different pre-taxed, health insurance plan options
pension and supplemental plan retirement options
life insurance up to 8x the annual salary
long-term disability coverage
dental insurance
10 vacation days accrued per year
15 sick days accrued per year
5 personal days per year
paid holidays
Free on-campus gym access.
tuition remission for self, spouse, and dependent children
and more...

We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply.

Application Instructions:

Applicants must apply online and may do so by visiting www.worcester.edu/careers, and submitting a cover letter, resume, and the contact information of three professional references.

For assistance with uploading materials, log a ticket via the HelpDesk link, or contact us directly at 508-929-8053.

URL: www.worcester.edu

About the Company

Worcester State College

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