The Maguire Meservey College of Health and Human Services is seeking an organized and customer service oriented person to serve as a confidential administrative assistant (AAII) to the dean and staff associate. This role will provide support according to established procedures in areas that include but are not limited to day-to-day operations, budget management, records development, maintenance and reporting, clerical support, data analysis and reporting, workflow and traffic management, student employee and staff management, and related work as needed. The AAII is also the primary point of contact for both internal and external entities, reponding to inquiries from students, staff, faculty, and others; and liaises with various internal departments and external bodies to ensure the college and its departments regularly function at optimum levels. The successful candidate will possess a high level of computer competency.

Salem State University values 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 invite you to become a member of our community.

Hours: 8am - 4:30pm
Break: One hour
Salary: $52,906.36 annually/$1,017.43 weekly
Application Deadline: June 30, 2023

1. Serves as confidential assistant to the Dean of the College of Health and Human Services.
2. Supervises/manages day to day operations of the dean’s office, including but not limited to responding to various student/staff/faculty requests with an independent body of knowledge and conferring with dean and/or staff when needed.
3. Manages all document flow within the Dean’s office, including but not limited to internal and external documents, as well as financial, academic, and general business documents, receiving/preparing them as directed and for signature(s)/approval(s) as needed, and directing through their various processes.
4. Extensively uses University systems in assisting the dean and faculty, staff and administrators in the College of Health and Human Services for all aspects of budgeting and budget reviewing, including purchase requisition input and approval, various reports, budget transfers and the like.
5. Assists all College of Health and Human Services staff and serves as liaison person for PeopleSoft assistance and queries.
6. Extensively uses university systems in assisting the Dean and faculty, staff and administrators in the College of Health and Human Services with all aspects related to student records
7. Provides general supervision to clerical support staff, and student and part-time employees within the college, coordinating and prioritizing assignments and requests as needed. Trains and orients new support staff in all areas of the job assigned.
   Initiates and guides hiring process(es) for all clerical positions within the College and provides mentoring to new clerical staff.
8. Manages and updates web content and social media as needed or directed.
   Processes CORI checks as needed, following all applicable processes and laws.
   Prepares appropriate contracts for the College of Health and Human Services with outside vendors for various needs and services as needed. Directs departmental staff/faculty through contract processes as needed.
9. Prepares all correspondence for the Dean’s office as requested, including but not limited to various letters, memos, emails, etc.
10. Supervises and approves all orders within the web-based Staples interface system for Serves as liaison to university department/staff, processing necessary orders and requests as needed and acts as primary contact as needed.
11. Compiles appropriate data and assists the Dean and staff in the development of reports and other documents as directed.
12. Recommends changes in administrative activities and procedures to improve productivity in the College of Health and Human Services.
13. Coordinates all meetings, receptions, and student functions for the Dean both internally and externally.
14. Provides information to inquiries from diverse constituencies both internally and externally.
15. Arranges appropriate travel and conference accommodations for the Dean and for professional visitors to the College of Health and Human Services.
16. Prepares memoranda and handles all aspects of the dean’s mail. Processes attendance records, travel requests, and travel reimbursements for the College of Health and Human Services.
17. Operates standard office equipment including computers, and others as needed.
    Maintains accurate records and information related to all student contact with the dean.
18. Prepares all personnel actions in the College of Health and Human Services.
19. 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’s 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. Budget management experience
   
2. Previous supervisory experience
3. Ability to communicate effectively orally and in writing
4. Ability to maintain accurate records
5. Proficiency using the Microsoft Office suite
   
6. Familiarity with PeopleSoft and ProCard
   
7. Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds

Licenses/Certifications Required:

None

Working Conditions:

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 eo-hr@salemstate.edu.

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.

This is an on-site, in-person position.

Special Instructions to Applicants:

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.