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Administrative Assistant II

Company Name:
Commonwealth of Massachusetts
Administrative Assistant IIAdministrative Assistant II, Assistant to the Registrar
Agency Name:
Salem State University
Official Title:
Administrative Assistant II, Assistant to the Registrar
Functional Title:
Administrative Assistant II
Occupational Group:
Clerical
Position Type:
Not Given
Full-Time or Part-Time:
Full-Time
Salary Range:
$42,754.92 to $42,754.92 Annually
Bargaining Unit:
N/A
Shift:
Day
Confidential:
No
Number Of Vacancies:
1
City/Town:
Salem
Region:
NORTHEAST
Facility Location:
Application Deadline:
06-13-2014
Apply Online:
No
Posting ID:
J41838Duties:
General Statement of Duties:
Serves as confidential administrative assistant to the University Registrar and performs complex administrative duties that require a high degree of decision-making ability, judgment, attention to detail and a commitment to providing excellent service in a collaborative and fast-paced student service office. Works with the university registrar on all operational and administrative activities of the registrar''s office, organizes and completes tasks independently and reviews and analyzes data related to job duties.
Hours: 8:30 am - 5:00 pm, Saturday and Sunday off
Break: 1 pm - 2 pm
Pay: $822.21 per week
Duties and Responsibilities:
E1. Serves as confidential administrative assistant to the university registrar and performs administrative functions such as receiving all correspondence, scheduling appointments, and composing and preparing correspondence, memoranda and reports relative to the operation of the Registrar''s Office. Sets priorities ensuring that deadlines are met
E2. Maintains accurate records of all departmental expenditures and prepares the departmental budget for review and approval by the university registrar. Works with each unit of the office on tracking expenditures throughout the fiscal year. Prepares, reviews and analyzes budgetary reports upon requuest
E3. Receives all incoming governance actions and creates and maintains a tracking database relative to the status of all curricular and academic policy items under review by the University''s governance committees. Works with the university registrar and the associate registrar on the appropriate distribution of incoming governance actions for processing and maintains files of all finalized governance actions. Assists with all aspects of the catalog production process
E4. Processes incoming academic actions and academic status changes for graduate and undergraduate students. This includes the input of such information into the automated degree audit system and onto the student record. Assigns work to, oversees and trains clerical employees of a lesser grade in the proper processing of such actions as necessary to maintain and update student records
E5. Provides supervision, training and orientation for all classified service staff in the registrar''s office, including classified employees of a lesser grade and student and other part time administrative support staff. In consultation with the assistant registrar, maintains the departmental staff calendar, provides back-up day-to-day supervision of student records processing activities and works with office administrators on the prioritization and distribution of office project work. Provides feedback and information to supervisors for performance evaluation of subordinate employees
E6. Composes confidential correspondence relating to student complaints and general registrar''s office communications. Maintains complete records related to the selective retention process and generates decision letters based on the decisions made by the committee with close attention to detail. Reports on SRC outcomes to various campus constituencies
E7. Provides third tier customer service and problem resolution for customer service and registration issues in consultation with office administrators and student navigation center staff. Works with faculty, staff and students on resolving issues as they arise, observing the rules and regulations of academic privacy, governed by federal law under the Family Educational Rights Privacy Act (FERPA)
E8. Screens telephone calls and inquiries for the university registrar, interpreting substance of questions, appropriately referring inquiries or giving information where familiarity with highly complex information or procedures is essential
E9. Sets up and maintains extensive file system and electronic database of, for example, office correspondence, as well as materials and records pertaining to day-to-day office business; searches such files to retrieve needed file materials
E10. Hires and supervises student employees for the registrar''s office, maintains records of all student employee time and expenses
11. Organizes and arranges data entry documents in accordance with prescribed procedures in order to prepare the source data for conversion to computer and word processing output
12. Prepares travel authorizations and makes travel arrangements for office administrators upon request. Prepares travel reimbursement requests for approval and submission
13. Operates office machines such as duplicating machines, xerographic copiers, calculators, computers, scanners and other office equipment as needed
14. Assists in the registration of students, the reproduction of transcripts and other work as delegated by the Registrar
15. Other duties as assigned
Qualifications:
Minimum Entrance Requirements:
1. Applicants must have 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 include one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or any equivalent combination of the required experience and education.
2. 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. Refer to the classification specifications for a complete listing of education and experience substitutions.
Licenses/Certifications Required:
None
Find Similar Jobs By Searching On These Words:
administrative assistant, secretary, clerical, admin
How To Apply:
Special Instructions to Applicants:
Please apply online. Employment is contingent upon a completed background check satisfactory to the University. Internal candidates are not subject to background check
EEO Statement:
Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply.
Agency Web Address:
Officer:
N/A
An Equal Opportunity/Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

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