Administrative Assistant II - Campus Life and Recreation

Location

Salem, MA | United States

Job description

The administrative assistant II for Campus Life and Recreation will assist with the day-to-day operations, administration, and overall functions of the Campus Life and Recreation department which offers programs including fitness, wellness, intramural sports, esports, informal recreation, co-curricular evening and weekend programming, and special events. As the front-line customer relations contact for the area, strong interpersonal skills, decision-making, and time management are required to coordinate department services including management of front desk operations, department records and files, student and contract employee hiring and payroll, and budget and program management. The Administrative Assistant II will reply to inquiries, requests, and concerns from students, faculty, staff and the community, and must be able to work in a multi-tasking, high customer contact environment. Technical knowledge and the ability to develop and maintain appropriate systems and databases to support office operations are necessary.

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: 8:30am-5:00pm
Break: 12:00pm-1:00pm
Salary: $57,223.66 annually/$1,100.45 weekly
Application Deadline: Saturday, March 9, 2024

1. Assists with supervision of the day-to-day operations of the Gassett Fitness Center by providing administrative support
2. Ensures front office coverage, serves as the initial point of contact for the department, and provides excellent customer service to constituents
3. Oversees student staff and contract employee hiring, onboarding, training, payroll, and administrative records. Maintains and updates files regularly, including appropriately tracking budgets and expenses
4. Manages front desk operations and coordinates member service functions including registration and membership tracking, proxy email monitoring, product sales, lost and found, facility access, insurance reimbursement, membership renewals, guest passes, locker rentals and renewals, equipment checkout and borrowing, and other areas as assigned
5. Monitors and manages the reconciliation of expenditures, invoice payments, expense tracking, and travel expenses for the department
6. Prepares, processes and maintains purchase orders, contracts, requisitions, travel authorizations, and payment vouchers. Tracks and troubleshoots various issues with financial services and other departments as applicable.
7. Maintains ProCard records including required documentation and appropriate adjustment of accounts using the online system
8. Maintains inventory of all department supplies and supports operational and administrative needs including purchasing, contracts, and supply management. Responsible for maintaining all department accounts/cards for purchasing.
9. Schedules and coordinates administrative details of meetings, projects, and events. Attends staff meetings and department retreats.
10. Serves as the departmental liaison as needed with facilities, ITS, outside vendors, and campus partners. Submits work orders/tickets as needed and ensures timely execution.
11. Serves as liaison for all technology products hosted by the department (i.e SubItUp, Innosoft Fusion, Rockbot)
12. Submits 25Live space reservation requests for department programs and events and supports 25Live requests for department-managed spaces to aid in executing successful events
13. Coordinates printing and publication materials and requests
14. Assists in the coordination of student and member appreciation events and promotions, including department and university-recognized initiatives, as well as annual team building
15. Supports department initiatives and large-scale events including coverage, logistics, registration and participant tracking
16. Evaluates, tracks and compiles statistical information for various program areas including daily, weekly and monthly measures. Generates surveys and reports, provides data, and distributes departmental and university information as needed
17. Compiles, updates, edits and distributes the member handbook every year
18. Assists and supports major Student Life and University large-scale events such as Orientation and Move-in
19. Demonstrates sensitivity to students with a diversity of learning styles
20. Utilizes Navigate in support of student success
21. Other duties as assigned

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:

1. 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.*
2. 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.

Preferred Qualifications:

1. Previous higher education experience in areas related to student services, campus recreation or human resources
2. Ability to work in a multitasking, high customer contact environment
3. Ability to communicate effectively in oral and written expression
4. Experience using PeopleSoft, CFRS, Fusion, and Procard systems and knowledge of current software packages such as MS Word, Excel and PowerPoint
5. Ability to work effectively, both individually and as a member of a team

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 a 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 [email protected].

Application Instructions:

Please apply online. Resume and cover letter are not required, but are 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.

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