Library Administrative Assistant II

Framingham State University was founded in 1839 for a singular purpose - meeting a public need to promote the public good. At our founding as the nation's first public normal school, that need was for comprehensively educated public school teachers who would, in turn, promote an educated citizenry. FSU continues to offer exceptional teacher education programs and, while we are proud of our roots as a teachers' college, we have grown far beyond them. Public need continues to evolve and FSU right along with it. Our students and alumni are making waves in the fashion industry, designing nutrition plans for professional athletes, writing for major media and news organizations, and working for Fortune 500 companies right here in Framingham. FSU is unapologetically a public institution offering accessible, affordable educational opportunities that integrate an academically challenging liberal arts education with workforce preparation programs, in a highly personalized teaching environment. Our programs have expanded but our purpose and commitment to public education for the public good remain steadfast.

At FSU, we are deeply committed to inclusive excellence and strive to promote a culture of antiracism, encouraging a challenging yet collaborative learning environment, and providing culturally relevant education. FSU is designated as an emerging Hispanic-Serving Institution by the Hispanic Association of Colleges and Universities and also belongs to the Howard Hughes Medical Institute (HHMI) Inclusive Excellence community, providing national leadership in science education and exploring strategies that will lead to more inclusive science education. We are honored that our commitment earned FSU six Higher Education Excellence in Diversity (HEED) Awards from INSIGHT Into Diversity. We encourage applications from those who share our commitment to promoting a diverse, welcoming, and inclusive community.

FSU currently enrolls about 3,000 undergraduate and 1,000 graduate and professional students, offers 39 undergraduate majors, and enrolls 41% BIPOC students in our undergraduate programs. Ideally situated between Boston and Worcester, FSU and the surrounding area are steeped in history, achievement, and innovation and provide access to urban hotspots, verdant landscapes, natural and cultural amenities, and diverse communities.

Our founding motto, LIVE TO THE TRUTH, was said at the end of each class by beloved first principal, Cyrus Peirce, who sought to discover and teach "truth in theory and principle...truth in spirit and motive...truth in manner and form...truth intellectual and truth moral." Early leaders found this motto "speaks of sincerity of spirit...of intensity of effort, of resolution to succeed, of joy in achievement." LIVE TO THE TRUTH aptly reflects our past and our pledge for the future as it continues to guide our institution in practice and endeavor. If you share in this quest for truth and a commitment to living it fully, make the next chapter of your career the best chapter at Framingham State University.

Learn more about our career opportunities at www.framingham.edu/careers.

Job Description:

GENERAL STATEMENT OF DUTIES:

Provides office services by implementing administrative systems in accordance with Library procedures and policies and monitors and assists with administrative Library projects as needed.

For full class specifications, please view classification specs for Administrative Assistant Series.

SUPERVISION RECEIVED:

Reports to the Dean of the Library.

SUPERVISION EXERCISED:

Oversees student interns.

Responsibilities include:

• Manages administrative functions in the Library's main office.
• Performs tasks related to payroll paperwork and contracts for full and part-time staff, contract employees, interns and student workers.
• Oversees attendance process for full and part-time staff, contract employees, interns, and student workers.
• Oversees and manages online payroll records for Librarians.
• Oversees Library interns who report to Library Dean.
• Assists with new employee onboarding process.
• Oversees the purchasing of Library supplies, furniture and equipment, and prepares related documents and reports for the Library Dean.
• Processes memberships and software.
• Maintains account and billing records for Library equipment, furniture, supplies, expenses, etc.
• Supports office and software budget.
• Supports grant management and donations to the Library by overseeing budgets and reporting to the Library Dean.
• Maintains office files of reports, correspondence, budgetary materials, financial and statistical data, and expense reports.
• Distributes daily mail.
• Handles travel and conference arrangements and reimbursements.
• Provides administrative assistance with Library programs.
• Manages Library meeting room schedule and exchanges information with other campus departments regarding reservations.
• Liaison to the Facilities Department related to Library building needs and deficiencies (purchase of new equipment; installation, transfer or disposal of equipment, furniture, etc.; repairs, electrical problems, elevator issues, etc.).
• Responsible for annual inventory of Library assets process.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
• Liaison to the IT Department (hardware and software repairs, quotes, purchases, approvals, installation, etc.).
• Provides information by answering questions and requests by phone or by email, makes appointments, receives visitors, and is the initial contact for Library administrative matters for faculty, students, staff and representatives of outside organizations and suppliers of Library materials, equipment and services.
• Maintains supply inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipts of supplies.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications and establishing professional networks.
• Contributes ideas to Library team events activities.
• Supports all functions related to planning and implementing Library programming including food orders, vendor travel arrangements, payments and reimbursements, and marketing.
• Assists Library Dean in daily responsibilities and with projects as needed.

Requirements:

MINIMUM QUALIFICATIONS:

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:

I. 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.*

II. 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.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

ADDITIONAL QUALIFICATIONS:

• Experience with Microsoft Office, especially Excel.
• Strong organizational skills.
• College degree.
• Ability to multitask, follow detailed instructions, and prioritize tasks.
• Ability to work independently and take initiative.

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 2. The bi-weekly pay rate is $2,200.91 (grade 17, step 1).

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.

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.

Application Instructions:

Candidates must apply online by submitting:

• Cover Letter,
• Resume/CV,
• Names and contact information for three (3) professional references (references are not contacted automatically upon submission of application).

For best consideration, please submit application materials by December 13, 2024. The review of applications may continue beyond that date and until the position is filled, at the discretion of the search committee.

Framingham State University only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you experience technical issues with the online application process, please submit a helpdesk ticket.

Framingham State University understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance, please contact the Human Resources Office at 508-626-4530 or [email protected].