Administrative Assistant II

Administrative Assistant

II 4.3 4.3

out of 5 stars

Location:

Fitchburg, MA Category:

Administrative/Clerical Posted On:

Tue Feb 17 2026

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.

Duties and Responsibilities:

Provides 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 Confers with internal staff and institutional personnel to exchange information, coordinate efforts, and gather details concerning programs, services, and operations. Prepares and disseminates communications through email and other electronic systems to share information regarding university activities, resources, and announcements. Assists 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. Serves as a first point of contact by greeting visitors, answering phones, and assisting students and others with general inquiries or referrals. Maintains office systems and databases, ensuring organization, accuracy, and adherence to confidentiality and data management standards. Monitors and orders office supplies and materials, initiates purchase requests and ensures compliance with procurement policies. Assists 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. Demonstrates professionalism, organization, and the ability to manage multiple priorities in a fast-paced setting while supporting a positive environment Supervises and trains student workers by assigning tasks, providing clear instructions and guidance, monitoring performance, and offering ongoing support and feedback. Ensures 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. Focus Areas Specific to

Department:

Provides administrative support to the Executive Director of Grant-funded Success Programs. Assists the Executive Director of Grant-funded Success Programs with administrative tasks; primary assistance will be related to budget, supplies, requisitions and student/contractor payroll. Composes and edit correspondence and complete administrative forms/reports. Performs miscellaneous general office duties, such as: monitoring department inventories and ordering supplies as necessary, answering telephones and distributing messages, maintaining calendars, sorting and distributing mail, coordinating purchasing and payment activities for the department, maintaining department files and assisting with special orders. Produces various reports from Banner, tracks undergraduate and graduate students via the university's advising platform, SSC; may prepare reports and presentations using Microsoft Word, Excel, and Power Point, or similar programs from the Google Suite. Assists with collecting and analyzing data. Uses Banner System to request purchases and process authorizations for payment; verify goods/services received and resolve discrepancies with vendors; assist in Division budget preparation by researching costs for budget requests and preparing budget paperwork. Processes all financial transaction forms, such as: contracts, purchases, travel, budget tracking, grant tracking, and resolution of purchasing and account payable issues. Hires, trains, and supervises student workers. Plans and coordinates departmental events, reserves facilities, contracts for presenters, setup, arrange for catering, design and mail invitations, flyers, programs, and posters with guidance from supervisor/directors. Provides support to search committees for full time and part time vacancies. Perform related duties consistent with Administrative Assistant classifications

Job Requirements:

QUALIFICATIONS

High school diploma (Associate's Degree or higher preferred) and five 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 Outlook; familiarity with a student records system and University advising platform (SSC Navigate) preferable. Ability to manage multiple tasks, independent worker, have attention to detail, 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 questioning individuals. Knowledge of proper telephone procedures for making and receiving agency calls. Ability to work accurately with data: names, numbers, numbers, codes and/or symbols and basic mathematics. Ability to maintain 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/Sexual Offender Registry Information (SORI/CORI) as well as a completed background check satisfactory to the university. Ability to perform above duties with or without reasonable accommodation.

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 $61,321.52 which is non-negotiable in adherence with the CBA. This position is a salary grade 17, step 01. Hours are Monday through Friday 8:00 a.m. to 4:30 p.m. The application deadline is 2/28/26. 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 employer.