Administrative Assistant II Position Available In Worcester, Massachusetts
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Job Description
Administrative Assistant
II 4.2 4.2
out of 5 stars 160 Pearl Street, Fitchburg, MA 01420
Location:
Fitchburg, MA Category:
Administrative/Clerical Posted On:
Mon Jun 16 2025
Job Description:
General Statement of Duties and Responsibilities:
The Administrative Assistant II provides essential administrative and clerical support to ensure the smooth and efficient operation of college offices and programs. Working both independently and as part of a team, the incumbent manages multiple priorities and responds to diverse demands with professionalism and sound judgment. This role requires a high degree of organization, attention to detail, and the ability to maintain confidentiality while fostering a welcoming environment for students, faculty, staff, and visitors. Responsibilities include managing communication and information flow, supporting budget and reporting processes, coordinating events, and assisting with general office operations in compliance with institutional policies. This position is part of the Commonwealth Human Resources Division Classification Specifications. For a full description of the classification specifications, click this link or follow the URL https://www.mass.edu/forfacstaff/classificationspecs/ Duties and Responsibilities common to all Administrative Assistant II positions: Provide comprehensive administrative support to assigned staff by managing calendars, drafting and editing correspondence, organizing and maintaining files and records, and monitoring departmental processes to ensure efficient workflow and communication. Confer with internal staff and institutional personnel to exchange information, coordinate efforts, and gather details concerning programs, services, and operations. Prepare and disseminate communications through email and other electronic systems to share information regarding university activities, resources, and announcements. Assist in the planning and coordination of department-sponsored events or meetings, including responding to inquiries, scheduling spaces, preparing materials, ordering supplies or refreshments, and arranging logistical details. Serve as a first point of contact by greeting visitors, answering phones, and assisting students and others with general inquiries or referrals. Maintain office systems and databases, ensuring organization, accuracy, and adherence to confidentiality and data management standards. Monitor and order office supplies and materials, initiate purchase requests and ensure compliance with procurement policies. Assist in tracking departmental budgets and expenditures, compiling financial data, processing invoices and purchase orders, and preparing standard reports for review by supervisors or fiscal staff. Demonstrate professionalism, organization, and the ability to manage multiple priorities in a fast-paced setting while supporting a positive environment Supervise and train student workers by assigning tasks, providing clear instructions and guidance, monitoring performance, and offering ongoing support and feedback. Ensure student workers adhere to safety protocols, maintain professionalism, and contribute effectively to daily operations as well as fostering a positive learning environment to enhance student development and operational efficiency. Preferred Focus Areas Specific to
Department:
Provide direct administrative support to the Director, Associate Director, and Academic and Career Advisors. Collaborate often with Student Support Services, Academic Departments, and the Development Office. Maintain the office budgets and prepare all requisition and reimbursement materials. Demonstrate knowledge of state budgetary procedures including appropriations for supplies and equipment, encumbrances, obtaining price quotes, budget adjustments, travel reimbursement, food service, conference registration reimbursements, etc. Monitor and maintain office supplies, teaching materials, subscriptions, and memberships for faculty. Perform miscellaneous general office duties, including monitoring department inventory and ordering supplies as necessary, greeting visitors, answering telephones and distributing messages, sorting and distributing mail, coordinating purchasing and payment activities for the department, maintaining department files, and assisting with special orders. Use Banner to request purchases and process authorizations for payment; verify goods/services received and resolve discrepancies with vendors; assist supervisor with budget preparation by researching costs for budget requests and preparing budget paperwork. Responsible for processing all financial transaction paperwork, including those for purchases, travel, budget tracking and resolution of purchasing and account payable issues. Uses Google Sheets/Microsoft Excel to track purchases and expenditures for department budgets and faculty travel expenses. Distribute information to the campus community regarding recruiters and events on campus via email and electronic notification. Assist with the planning & implementation of Career Services and Advising events – responding to inquiries, advertising, ordering of refreshments, reserving rooms, coordinating parking, etc. Support students and alumni by scheduling appointments, referring students to resources on campus, and address student inquiries. Support the Career Services & Advising Center at various events on campus – open houses, orientations, and evening programs. Post student worker positions, complete onboarding paperwork, and maintain their payroll.
Job Requirements:
Qualifications Required at
Hire:
High School Diploma and three years full-time experience in an office environment or equivalent part-time experience and knowledge of clerical office practices and procedures including record keeping, office correspondence, the use of office equipment, supplies, etc. Working knowledge of various computer software programs, including MS Word, Excel, and google suite preferred; familiarity with a student records system preferable. Ability to manage multiple tasks, independent worker, have attention to detail, be organized, and possess problem-solving skills. Ability to establish and maintain harmonious relationships with students, employees, and public and maintain highly confidential information. Ability to understand, explain, and apply regulations, policies, and procedures governing assigned unit activities. Ability to follow and communicate effectively both complex oral and written instructions; ability to compose effective professional correspondence. Ability to gather information by examining records and documents and through questioning individuals. Ability to maintain an accurate filing system and manage a basic budget. Ability to assign, supervise, and review work of student personnel. Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check); a background check satisfactory to the university. Ability to perform above duties with or without reasonable accommodation. Qualifications Acquired on
Job:
Knowledge of the decision rules, policies, and procedures governing assigned activities of the department. Knowledge and ability to produce/interpret Banner transcript; the use and specification of Crystal and Microsoft ACCESS applications; ACCESS database management. Ability to manage a budget and process requisitions using the SDA Banner Financial Software. Knowledge of the various university/office forms and their uses. Knowledge of FERPA regulations and compliance in communications with students, parents, and others. Knowledge of proper telephone procedures for making and receiving agency calls. Knowledge of SCT Banner Student Record System, SSC/Navigate, Crystal Reporting, and Budgetary Operations. Knowledge of software geared to the Career Services & Advising Center, i.e. Handshake, What Can I Do with This Major?, STRONG Interest Inventory.
Additional Information:
This is a full-time, benefited, non-exempt position. The position is governed by the AFSCME/1067, Council 93 Collective Bargaining Agreement. The agreement outlines the grade and step compensation model with an annual salary of $60,119.28 which is non-negotiable in adherence with the CBA. Hours are Monday – Friday 8:30 a.m. – 5:00 p.m. Fitchburg State University offers a competitive benefits package that includes: Nine different pre-taxed, health insurance plan options. Competitive retirement plan. Life insurance up to 8x the annual salary. Long-term disability coverage. Dental insurance. Accrued vacation and sick days. Personal days. Paid holidays. Tuition remission for self, spouse, and dependent children. Fitchburg State University is an equal opportunity/Affirmative Action Employer. Members of traditionally underrepresented groups are strongly encouraged to apply.