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Administrative Assistant I, Dept. of Accounting and Finance (Internal Applicants Only)

Please see Special Instructions for more details.

Please note the following information is required to complete your application for this position: *a minimum of one (1) employment history entry. *a minimum of three (3) professional reference entries.

Posting Details

Position Information

Title Administrative Assistant I, Dept. of Accounting and Finance (Internal Applicants Only)
Department Summary

Bridgewater State University’s Accounting and Finance Department’s mission is to prepare students for professional careers and/or graduate studies through high quality education. The mission of the Accounting and Finance Department supports the mission of Bridgewater State University as well.

Position Summary

Full-time, 12 month, AFSCME position
Tour of Duty: 8:00 am to 4:00 pm
Monday through Friday (Saturday and Sunday as days off)

The Administrative Assistant I serves as the initial point of contact for the office of Accounting and Finance and represents the office in a knowledgeable, professional way. The Administrative Assistant I provides administrative support to the department chair as well as assisting in the daily operation of the office.

This is an AFSCME unit position and is subject to the terms of that union agreement.

Position Type AFSCME Classified
Essential Duties

1. Responsible for all administrative tasks as assigned by department chair. This will include building and coordinating course schedule with the department chair each semester. Process course substitutions, prerequisite overrides, and other paperwork for students in conjunction with the department chair. Assist department chair with Transfer Orientation and coordinate paperwork necessary to process transfer student course needs.

2. Responsible to prepare and submit department attendance, maintain chair’s calendar, and produce and distribute department minutes, as well as general correspondence.

3. Answer phone, greet and assist students or visitors and provide answers or follow-through with regard to issues presented. Respond to email requests from students, faculty, and others in a timely and efficient manner.

4. Responsible for administrative tasks relative to program reviews/accreditation reports and other reports as necessary.

5. Responsible for data entry of course schedule in EMS system.

6. Responsible for assigning faculty advisees for students.

7. Provide direct supervision to any and all student workers assigned to the office. This includes interviewing and hiring students, assigning and evaluating work, scheduling work hours and signing timesheets.

8. Responsible to train on new scheduling software or other software systems as required by the administration.

9. Maintain department website and provide updates for directory as necessary.

10. Organize, distribute, collate, and process student evaluations of faculty.

11. Responsible for maintaining department budget(s) relative to processing and approving of purchase orders, tracking balances, and allocating/reconciling any procurement card charges. Process contracts for vendors as required. Order and purchase office supplies, materials for courses, etc.

12. Serve as liaison for the department with other campus departments, including the Registrar’s Office, Admissions Office, etc.

13. Responsible for coordinating faculty interviews and other paperwork relating to the hiring of new faculty, including faculty search by coordinating interviews and on-campus meetings, as well as travel, accommodations, and generating W9 forms. Coordinate computers and telephone service for new faculty and process PAC (Phone Access Codes). Communicate with new faculty as necessary during this process.

14. Other duties as assigned by department chairperson.

Required Qualifications

1. Must have at least 2 years full-time or equivalent part-time experience in an office management position, or any equivalent combination of the required experience and substitutions as listed in the MA state job specifications.

2. Knowledge of the principles and practices of office management.

3. Ability to exercise sound judgment.

4. Ability to exercise discretion in handling confidential information.

5. Ability to communicate effectively in oral and written expression

6. Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.

7. Ability to assemble items of information in accordance with established procedures.

8. Ability to maintain accurate records.

9. Ability to prepare general reports.

10. Ability to establish and maintain harmonious working relationships and deal tactfully with others.

State Job Specifications are available in the Human Resources Office and/or the department web page: www.bridgew.edu/hr

Preferred Qualifications

1. Ability to handle multiple priorities and to work independently.

2. Knowledge and expertise in Microsoft Office, including Word, Excel, PowerPoint and Outlook.

3. Experience working in a higher education environment.

4. Experience using Banner software systems.

5. Experience using DegreeWorks.

Work Environment

Bridgewater State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employee with disabilities.

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.

Special Conditions for Eligibility

Please be aware that employment at Bridgewater State University is contingent upon completion of a successful background check.

EEO Statement

Bridgewater State University (BSU) is an affirmative action/equal opportunity employer which actively seeks to increase the diversity of its workforce. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people.

Salary Range $1,608.86 bi-weekly (Grade 15, Step 1)

Posting Detail Information

Posting Number S00267P
Open Date 09/12/2017
Application Review Start Date
Close Date 09/23/2017
Open Until Filled
Special Instructions to Applicants

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

*a minimum of one (1) employment history entry.

*a minimum of three (3) professional reference entries.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you a current Bridgewater State University employee?
    • Yes
    • No

Documents Needed To Apply

Required Documents
Optional Documents
  1. Resume
  2. Cover Letter