Job Description

General Statement of Duties and Responsibilities:  The Administrative Assistant II is a full time 37.5 hours weekly, 10 month support position to the academic department of Exercise and Sports Science. (mid-August through mid-June of each academic year). Provides administrative support to all members of the academic department. This may include preparation of course materials, reports, composing and editing correspondence, administrative forms/reports, preparation of department attendance records, and other materials common to an academic office. Performs miscellaneous general office duties, such as: monitoring department inventory and ordering supplies as necessary, 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. Must be highly organized with a high degree of competence and knowledge of the functions of an academic department.  Must be able to respond to multiple demands in an efficient manner, communicate effectively and successfully with students, the public, administrators, other staff and the faculty.

Detailed Statement of Duties and Responsibilities:

1. Provides administrative support to all members of the academic department in preparation of course materials, reports, composing and editing correspondence, administrative forms/reports, preparation of department attendance records, and other materials common to an academic office. Performs miscellaneous general office duties, such as: monitoring department inventory and ordering supplies as necessary, 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.
2. Maintains exercise science labs by monitoring inventory and ordering supplies and lab equipment; tracks equipment borrowed by students, sets up and manages service contracts for lab equipment.
3. Assists the department chair in preparing reports.
4. Will often use Microsoft Word, Excel, and Power Point, and Google Workspace to complete projects. 
5. While working with department chair, reviews course lists and assists with analyzing needs for courses per semester; prepares and maintains faculty block schedules using Google docs.   Uses EMS to build, revise and maintain course schedules for the academic year.
6. Produces various Crystal data reports from Banner, collaborates with faculty to analyze departmental reports.
7. Assign and maintain advisee lists for each faculty member. Initiate the department advising period. Assists students with preparing for their advising appointments.  Assist students with preparing paperwork to transfer into and out of the department and other departmental forms.
8. Maintains and updates departmental web page/s for the department while working with the chair for content and information.
9. Use Banner System to request purchases and process authorizations for payment; verify goods/services received and resolve discrepancies with vendors; assist department chair with budget preparation by researching costs for budget requests and preparing budget paperwork. Responsible for processing all financial transaction paperwork, such as: purchases, travel, budget tracking and resolution of purchasing and account payable issues. Uses Microsoft Excel to track purchases and expenditures for department budget and faculty travel expenses.
10. Prepare Affiliation Agreement contracts with the myriad of cooperating agencies and maintain contacts with said agencies throughout the year.
11. Assists faculty internship supervisor with updating internship packet and assists with student health screening portals through CastleBranch. 
12. Hires, trains, and supervises student workers. Approves hours worked in SSTA.
13. Maintain reports to track students who have applied to the program as well as those already in the program; verify program status, and sort data as needed for evaluations, reports, etc.
14. Analyze data in managed reports in order to track the qualifications for scholarship candidates.
15. Assists with the distribution and collection of student evaluations per semester.
16. Assist faculty each semester with student registration.
17. Plans and coordinates departmental events, reserve facilities, contracts for presenters, setup, arrange for catering, design flyers, programs, and posters using Canva.
18. Provides support to search committees for full time and part time vacancies.
19. May require additional duties associated with other university offices or departments.
20. Notify students of upcoming meetings, events, changes in courses, and any important departmental information.  May assist students in processing paperwork common to an academic department.

1. High School Diploma and 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.
2. Working knowledge of various computer software programs: including MS Word, Excel, PowerPoint; Google Workspace; familiarity with a student records system preferable.
3. Ability to manage multiple tasks, independent worker, have attention to detail, organized and possess problem solving skills.
4. Ability to establish and maintain harmonious relationships with students, employees, and public and maintain highly confidential information.
5. Ability to understand, explain and apply regulations, policies and procedures governing assigned unit activities.
6. Ability to follow and communicate effectively both complex oral and written instructions; ability to compose effective professional correspondence.
7. Ability to gather information by examining records and documents and through questioning individuals.
8. Knowledge of proper telephone procedures for making and receiving agency calls.
9. Ability to work accurately with data: names, numbers, codes and/or symbols and basic mathematics.
10. Ability to maintain accurate filing system and manage a basic budget.
11. Ability to assign, supervise and review work of student personnel.
12. Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check); a background check satisfactory to the university and must be fully vaccinated and boosted for COVID-19 or have a documented and approved exemption.
13. Ability to perform above duties with or without reasonable accommodation.

Minimum Entrance Requirements: High School Diploma 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.

About Fitchburg State University

Fitchburg State University, located in Fitchburg, Massachusetts, is a public institution dedicated to integrating high-quality professional programs with strong liberal arts and sciences studies. Founded in 1894, the university now has more than 30 undergraduate programs and 22 master's degree programs, and 7,000 full and part-time students.

Job Tags

Similar Jobs