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Location

Salem, MA | United States

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Job description

ID: 2024-2998

State Title: Administrative Assistant II

Job Category: Classified/Hourly

Department: Center for Academic Excellence

Enter the Compensation Range for Applicants to View (Required for Administrator & Classified Positions)
$57,223.66 annually/$1,100.45 weekly

Bargaining Unit
AFSCME

General Statement of Duties:

The administrative support position provides assistance to the Center for Academic Excellence. This includes the Summer Bridge Academy, Peer Tutoring Program,Science Tutoring Center, Supplemental Instruction, Academic Advising, National Student Exchange, Emerging Scholars Program, Peer Mentoring, STEP and TRIO Student Support Services. The AAII performs and monitors CAE activities to ensure efficient operations and compliance with established policies and maintains a high degree of confidentiality.

Hours: 8:30am- 5pm, M-F, Saturday and Sunday off
Break: One hour
Salary: $57,223.66 annually/$1,100.45 weekly
Application Deadline: March 11, 2023

Duties and Responsibilities:

1. Creates and maintains databases to support specific record-keeping, services, mailings and events within the Center.
2. Assist the Summer Bridge Program in program recruitment, development and implementation.
3. Electronically creates and generates standard enrollment management reports used in the monitoring of the Summer Bridge Academy.
4. Utilize Navigate to communicate with and about students in SBA, OnBase for admissions process, and Smartsheet to assist with planning.
5. Prepares year-end statistical reports that yield data on the academic persistence of program students.
6. Responsible for the collation and mailing of all recruitment and admissions materials for the Summer Bridge Academy program.
7. Serves as liaison to the undergraduate Admissions Office and Admissions Operations in the admissions processes for Summer Bridge Academy students.
8. Responsible for the data entry and maintenance of prospective student's demographic and academic information. This includes high school GPA, test scores, first-generation status, and financial information.
9. Serves as liaison and contact for students, families and others for SBA Information Sessions.
10. Prepares, updates, and distributes materials and emails for SBA Information Sessions.
11. Serves as administrative support for the SBA annual awards banquet.
12. Electronically creates and generates term schedules for enrolled SBA students.
13. Facilitates weekly administrative meetings to track and review all new and ongoing processes in CAE
14. Assist in the creation of flow charts related to various processes (i.e., SBA admission process)
15. Serves as liaison to the Registrar's Office to maintain student groups in the Registrar's Office module of PeopleSoft.
16. Serves as liaison to the Financial Aid Office to assist with the administering of financial aid to Summer Bridge Academy students.
17. Serves as liaison to the Bursar's Office to resolve issues for SBA students.
18. Serves as liaison and contact for students, families and other departments involved in the SBA Orientation Program.
19. Serves as liaison to Disability Services in referring program students with disabilities.
20. Serves as liaison to Information Technology Services to update and maintain the online information session registration system and online application.
21. Attend meetings involving the implementation, usage, and maintenance of the PeopleSoft software system and serves as the Center's liaison as designated by the Assistant Vice President of Center for Academic Excellence.
22. Assist Senior Director of Retention Services with PeopleSoft security for CAE staff.
23. At the request of the Assistant Vice President generates appropriate, personalized correspondence to applicants and guidance counselors, and collates acceptance and rejection materials with the Admissions Office.
24. Responsible for the hiring of all student employees.
25. Serves as the back-up for the submission of weekly staff and student payroll and attendance.
26. Assists with special projects (including admissions/recruiting events) and other tasks as requested.

Qualifications:

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.

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

Preferred Qualifications:

1. Previous higher education experience
2. Previous supervisory experience
3. Ability to communicate effectively orally and in writing

Working Conditions:

This is an on-site, in-person position located 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 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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Salary