Administrative Assistant for Nursing, Computer Science, and Environment, Society, & Sustainability - Framingham State University in Framingham, Massachusetts at Framingham State University

Location: Framingham, MA Category: Staff Job Type: Full-time Non-Exempt Posted On: Mon Jul 27 2026 Job Description:

GENERAL STATEMENT OF DUTIES:

Provide primary administrative support to the Computer Science, Nursing, and Environment, Society and Sustainability Departments, as outlined below.

SUPERVISION RECEIVED:

Chair of one of the covered Departments

SUPERVISION EXERCISED:

may supervise student employees

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

The duties and responsibilities listed are not intended to be exhaustive, but serve rather to illustrate the primary activities undertaken by an Administrative Assistant I in the routine performance of assigned duties in accordance with the Class Specifications as identified by the Human Resources Division of the Commonwealth of Massachusetts.

For complete class specifications, please view Administrative Assistant Series.

• Serve as a liaison between faculty and other campus departments, providing information about procedures and policies to faculty regarding the business offices; printing services; maintenance and key offices; IT, and other campus offices. Administrative assistants are expected to actively seek and convey information on behalf of faculty regarding campus policies and procedures.
• Schedule work-related appointments and classroom observations for department chairs, including management of Chair calendars.
• Coordinate and oversee the on-boarding process for new faculty at the departmental level.
• Oversee office set-up for new faculty, to include coordination of phone and IT installation, ordering and delivery of office keys, furniture orders, and office painting and maintenance as required.
• Serve as a point of contact for new faculty regarding hiring paperwork, office assignments, parking and ID protocol, and general office procedures.
• Routinely update the departmental websites (both internal and external), adding/deleting content as directed by Chairs, arranging for faculty and other photographs, posting faculty office hours and contact information, removing outdated material and posting additional updates as requested.
• Coordinate faculty searches by maintaining records, making travel and dinner arrangements for candidate visits, and scheduling room reservations for on-campus presentations and interviews.
• Coordinate departmental faculty meetings, honor society and awards ceremonies, and other departmental events by reserving rooms, arranging for catering, preparing programs and certificates, and assisting with other services as indicated.
• Manage extensive files related to the departments, services, and personnel.
• Assist chairs with academic scheduling for upcoming academic year, including gathering schedule requests from faculty, preparing Excel spreadsheets, and preparing reports for Chairs' scheduling meeting.
• Assist chairs with collecting, collating, and systematizing each semester's class syllabi, including maintaining digital files of each semester's syllabi.
• Manage the budget by tracking expenditures, deposits, and transfers. Review all deposits, transfers, invoices, purchase orders, and purchase requisitions to ensure that expenses and deposits are allocated to appropriate funds.
• Coordinate field trips by collecting and submitting paperwork, processing payments, and arranging for transportation.
• Provide support, such as assisting with purchasing materials and paying contractors, for small centers affiliated with academic departments, including the Center for GIS Outreach.
• This position may support other departments as needed to support the overall goals and/or objectives of the University as well as perform other Administrative Assistant I duties as assigned by the Academic Deans and/or Department Chairpersons.
• Ensure that building printers are sufficiently supplied with paper and toner; that printer rooms are equipped with the necessary supplies to ensure their functionality. Also, to work with IT and other offices to order new printers as needed in a timely manner.
• Purchase office supplies and academic and teaching supplies using Banner.
• Assist with distribution, collection, and administration of student evaluations.
• Prepare contracts/hiring paperwork for contractors and student workers.
• Process travel paperwork for faculty, including creating encumbrances in Banner.
• Record attendance for faculty and work-study students.
• Photocopy and print documents for faculty as needed.
• Process payments for vendors.
• Assemble and prepare documents for departmental external reviews and accreditations.
• Assemble hiring documents.
• Post notices regarding faculty absences and course cancellations on classroom and office doors.
• Other duties as assigned, consistent with the purpose and responsibilities of the position

Job Requirements:

MINIMUM 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.

Substitutions:

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

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.

Additional Information:

This is a full-time, non-exempt, benefits-eligible position in the American Federation of State, County, and Municipal Employees (AFSCME) bargaining unit with a union title of Administrative Assistant I. The bi-weekly pay rate is $2,152.54, grade 15, step 1, which equates to an annual base salary of approximately $55,965.83.

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity employer. The University considers all qualified candidates without regard to race, color, sex, age, national origin, disability status, Veteran status, gender identity, gender expression, sexual orientation, genetic information, or any other characteristics protected by law.

Members of underrepresented or minoritized groups, women, veterans, persons with disabilities, and all persons committed to equity, diversity, and inclusive excellence are strongly encouraged to apply.