General Statement of Duties
Assists with the administration of the Academic Affairs office by actively participating in team meetings and office decisions. Serves as the front-line customer relations contact for office, setting priorities and managing expectations appropriately. Assists with scheduling meetings and events; processes, tracks and maintains a wide variety of data; and serves as the information "hub" for students and faculty seeking assistance from the Academic Affairs office. This position also provides administrative support to the Director of the Center for Civic Engagement (CCE) and the Director of the Center for Teaching Innovation (CTI).
Salem State University values, celebrates and appreciates diversity in all its forms and endeavors to create a space that reflects the campus community population which it serves. Our students come to Salem State University from 38 states and 48 countries and reflect the demographics of the greater Boston community in which we live. We are passionate about providing an experience for them and our fellow staff and faculty, where everyone can feel supported while they explore, learn, and celebrate their identities, similarities, and differences. We welcome you to come celebrate with us and become a member of our community.
Hours: 8am - 4:30PM, M-F, Saturday and Sunday off
Break: One hour lunch break
Salary: $57,223.66 annually/$1,100.00 weekly
Application Deadline: August 25, 2024
Duties And Responsibilities
- Manages the day-today customer service for the Academic Affairs office; including: serving as front line response to all office visitors and callers, responding to inquiries using judgment and knowledge of the college functions and making referrals to appropriate offices when necessary, maintaining and organizing office supplies and organizing office meetings and events.
- Provides administrative and meeting / event support to the CCE Director and the CTI Director. Including assisting with budgets for CCE and CTI.
- Processes and maintains paperwork for contractual (non-faculty) employees within the Academic Affairs unit, CCE and CTI.
- Oversees the MSCA Continuing Scholarship Fund and disbursement process.
- Assists in the preparation of miscellaneous reports and communications including taking minutes at meetings.
- Manages and maintains records in OnBase, including records for all full-time and part- time faculty hires.
- Assists with scheduling and coordinating meetings and events for the Provost’s Office, CCE and CTI, including summer chairperson meetings and new faculty orientation.
- Processes and prepares records of travel requests, travel advances, travel vouchers and travel reimbursements for -Academic Affairs, CCE and CTI.
- Assists with shared governance. Creating and sending out agendas. Updating information in data tracking system and using online governance tools (eg. Curriculog).
- Assists with the processing of the Faculty Sick Leave.
- Assists with faculty personnel actions such as transmitting information to faculty and chairs. Taking minutes of tenure hearings.
- Assists with end of term course evaluation process.
- Assist with Convocation and Commencement.
- Assists with special projects as needed
- Serves on Provost office project teams as requested by the Provost and Academic Vice
- Demonstrates sensitivity to students, faculty and staff of varying racial, ethnic, religious, gender cultural, disability, sexual orientation and socioeconomic
- Demonstrates sensitivity to students with a diversity of learning
- Serves as a role model and mentor for students
Qualifications
Minimum Entrance Requirements:
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
- An associate 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.*
- An associate 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.
Licenses/Certifications Required
None
Working Conditions
This is an on-site, in-person position with on-campus, in-person responsibilities in Salem, MA.
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.
Salem State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employees with disabilities. For accommodation information or requests please email eo-hr@salemstate.edu.
Application Instructions
Please apply online. Resume and cover letter are not required, but appreciated.
Employment is contingent upon a completed background and CORI check satisfactory to the university.
This position is not eligible for H1B visa sponsorship.
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.