The administrative assistant II will coordinate and manage all secretarial and office duties for disability services. The AAII communicates with faculty, students and outside agencies and maintains confidential office files, as well as provide training, guidance and supervision to student employees.

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 welcome you to come celebrate with us and become a member of our community.

Hours: M - F, 8:30am - 5pm, Saturday and Sunday off
Break: 1-2pm
Salary: $1,017.43 weekly/ $52,906.36 yearly

Application Deadline: July 30, 2023

1. Serves as confidential secretary and assists the director by composing and processing all correspondence pertaining to the office
2. Monitors area budget; tracks expenditures on appropriate spreadsheets (i.e., Excel, Lotus, etc.); prepares payroll for interpreters, paraprofessional staff and student employees
3. Organizes and maintains confidential student files, including updated disability documentation
4. Involved in room scheduling for student accommodations, arranging pickup and return of exam
5. Administratively supports alternative text specialist in production of alternative format texts and Braille book production
6. Assists in answering questions and directing faculty and students to the appropriate staff in the office or service in the institution
7. Works collaboratively with offices on campus to ensure equal access for students
8. Coordinates paperwork related to hiring, monitoring hours, and payment of student employees, scribes, etc.
9. Responsible for orientation and training and acts as resource person for students, employees, and note-takers to properly administer the policies and procedures of the university
10. Provides reports, graphs, charts, and statistics on population of students with disabilities using appropriate software (i.e., Excel, Access, PowerPoint, etc.)
11. Assists in the preparation of various office brochures, which may include student and faculty newsletters and handbooks necessary to meet federal requirements
12. Serves as liaison and contact for students, families and other departments involved with disability services
13. Maintains a resource library, including reference materials, video, etc. Coordinates and maintains records of auxiliary aids and services provided to students, including FM systems, etc.
14. Responsible for departmental purchasing including office supplies, stationary, booking of travel, conferences etc.
15. Administrative support for the coordination of accessible seating for commencement
16. Oversees the use of tracking software to maintain up to date information of students served through PeopleSoft

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 experience in areas related to disabilities or student services
3. Previous supervisory experience
4. Ability to communicate effectively orally and in writing

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.