Administrative Assistant II

Job Summary

The Administrative Assistant II provides essential administrative and clerical support, ensuring the smooth and efficient operation of college offices and programs at Fitchburg State University. This role demands professionalism, sound judgment, and a high degree of organization, managing diverse demands both independently and as part of a team. Responsibilities span communication, budget support, event coordination, and general office operations, all while fostering a welcoming environment and maintaining confidentiality in compliance with institutional policies.

Key Responsibilities

• Provides comprehensive administrative support to assigned staff, managing calendars, drafting correspondence, organizing files, and monitoring workflows.
• Confers with internal and institutional personnel to exchange information and coordinate efforts regarding programs, services, and operations.
• Prepares and disseminates communications via email and other electronic systems concerning university activities, resources, and announcements.
• Assists in planning and coordinating department-sponsored events and meetings, handling inquiries, scheduling, material preparation, and logistics.
• Serves as the primary point of contact, greeting visitors, answering phones, and assisting students with inquiries or referrals.
• Maintains office systems and databases, ensuring accuracy, organization, confidentiality, and adherence to data management standards.
• Monitors and orders office supplies, initiates purchase requests, and ensures compliance with procurement policies.
• Assists with tracking departmental budgets and expenditures, compiling financial data, processing invoices, and preparing standard reports.
• Demonstrates professionalism, organization, and the ability to manage multiple priorities in a fast-paced setting.
• Supervises and trains student workers, assigning tasks, providing guidance, monitoring performance, and fostering a positive learning environment.

Department-Specific Focus Areas

• Provides dedicated administrative support to the Executive Director of Grant-funded Success Programs.
• Assists the Executive Director primarily with budget, supplies, requisitions, and student/contractor payroll.
• Composes and edits correspondence and completes administrative forms/reports.
• Performs various general office duties, including monitoring inventories, ordering supplies, managing calendars, mail distribution, and coordinating purchasing/payment activities.
• Produces reports from Banner, tracks students via the SSC advising platform, and prepares presentations using Microsoft Office and Google Suite.
• Assists with collecting and analyzing data.
• Utilizes the Banner System for purchase requests and payment authorizations, including verifying goods received.

Key Skills/Competency

• Administrative Support
• Clerical Duties
• Office Management
• Budget Tracking
• Event Coordination
• Communication Management
• Data Management
• Student Supervision
• Microsoft Office Suite
• Google Suite