Administrative Assistant II

General Statement of Duties and Responsibilities: Provides administrative support to all members of the Nursing Department (Department Chair, Full-Time Faculty and Adjuncts) 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. Responsible for assisting with personnel actions for faculty. 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 ability exercise sound judgement. Must be able to respond to multiple demands in an efficient manner, communicate effectively and successfully with students, the public, administrators and the faculty.

Detailed Statement of Duties and Responsibilities:

• 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.
• Exercise discretion and confidentiality in handling and filing of student and faculty issues and related records.
• Assists the department chair in preparing reports and maintaining schedules for the academic year needs, review course lists and assist with analyzing needs for courses per semester.
• Produces various reports from Banner, tracks undergraduate students of the program and collaborates with faculty to analyze departmental reports; may prepare reports and presentations using G-Suite (Google), SDA and Crystal reporting.
• Initiate the department advising period, assisting in assigning advisors.
• Maintains and updates departmental web page/s for the department while working with the chair for content and information.
• Collects, analyzes, and evaluates seats list data in order to assist the Chair in forecasting scheduling needs.
• Responsible for administrative functions related to the Department of Nursing budgets to include the department operating budget, alumni funds and the many grant budgets. Will maintain communication with the Department Chairperson and lab coordinator regarding any recommendations for spending as well as preparation for the new fiscal budget.
• 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.
• Analyze data in managed reports in order to track the qualifications for scholarship candidates.
• Assists with student evaluations per semester.
• Hires, trains and supervises undergraduate work study students, monitors and reviews documents for completeness, supervises and authorizes payroll timecards/vouchers by signature. Oversees a portion of the work of the 10 month clerk.
• May plan and coordinate departmental events, reserve facilities, contracts for presenters, setup, arrange for catering, design and mail invitations, flyers, programs, and posters.
• Provides support to search committees for full time and part time vacancies.
• May require additional duties associated with other university offices or departments.
• Assists with referring inquiries to appropriate faculty and/or college administration matters and issues which may require exceptions to standard policies or practices.
• Assists with student registrations, in accordance with department or division needs and during university registration and Add/Drop periods. May assist students regarding course availability in accordance with registration and academic policies.
• Prepare documents, records and meeting minutes related to Department and Program meetings.
• Attend meetings and provide administrative assistance in the planning and implementation of grants awarded to the department of Nursing.
• Assists the Department Chairperson with faculty and class schedules.
• Provides assistance to faculty and other FSU staff with computer and or department related issues as it relates to Nursing.
• Responsible for assisting and submitting the annual report to the Board of Registration in Nursing, and the annual AACN survey.
• Prepare Affiliation Agreement contracts with the myriad of cooperating agencies and maintain contacts with said agencies throughout the year.
• Assimilate and disseminate data for the Department as requested.
• Hold Administrator privileges and maintenance of the Elsevier/HESI SmarTest exam database as well as the
• TK20 report software to administer department surveys to various nursing populations. Assist with deployment of HESI exams for students during summer months.
• Responsible for sending students the link for credit card purchase of standardized student testing, as well as other related paperwork such as faculty travel as related to departmental needs.
• Exercise discretion and confidentiality in handling and filing of student and faculty issues and related records.
• Perform other duties as assigned by supervisor.

• 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.
• Working knowledge of various computer software programs, including MS Word, Excel, Google Suite; familiarity with a student records system 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 through 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 (CORI), a SORI as well as a completed background check satisfactory to the university.
• Ability to perform above duties with or without reasonable accommodations.

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 $57,223.66 which is non-negotiable in adherence with the CBA. hours are Monday through Friday from 8am-4:30pm. The application deadline is July 10, 2024.

Fitchburg State reviews all staff positions to assess the viability of a flexible work arrangement. This position has been identified as one where a flexible work arrangement is an option, which will be discussed further with the successful candidate.

Fitchburg State University offers a competitive benefits package that includes:

• a choice of 9 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
• and more...

We are an equal opportunity/Affirmative Action Employer. Members of traditionally underrepresented groups are strongly encouraged to apply.

Fitchburg State University strongly recommends that all employees are vaccinated against COVID-19 before they begin employment.