Title

Administrative Assistant I, Department of Art and Art History

Department Summary

Bridgewater State University is an inclusive community dedicated to the lifelong success of all students, focused on the continuous improvement of its people, and responsible for leading innovation that benefits Southeastern Massachusetts, the commonwealth, and the world. Bridgewater's accessible environment of teaching and learning stimulates critical thinking, pursuit of new knowledge, and deeper understanding, the cultivation of meaningful and diverse interpersonal relationships, and fostering an appreciation for global engagement, all aimed at transforming lives and improving the human condition.

Our commitment to diversity, equity, and inclusion is reflected in our institutional values, which ensure that all students are supported and succeed.

Bridgewater State University is equal employment opportunity/affirmative action employer. Members of underrepresented groups, and those committed to working in a diverse cultural environment, are strongly encouraged to apply.

Global art. Printmaking. Art history. Creating and exploring art in various forms and genres are at the core of our art studies programs in Bridgewater State University's nationally accredited Department of Art and Art History.

At BSU, you'll find undergraduate art studies and art graduate programs you can tailor to your interests. Whether you're seeking a Bachelor of Arts degree, art graduate programs or simply want to take art history or studio classes, BSU can give you the intellectual foundation, technical skills and concepts that will inform your art - and ideas about art - for the rest of your life.

Position Summary

The Administrative Assistant I, will serve as the initial contact for internal and external communication, responding to requests by phone, in person, and through email. Additionally, the Administrative Assistant will maintain databases, support office operations, and assist the Department Chair, Faculty, and Staff, particularly with budget and scheduling issues. The Administrative Assistant presents a positive, professional, knowledgeable, and accessible representation of the department.

TOUR OF DUTY:
Monday - Friday: 8:00 am - 4:00 pm
(Saturday and Sunday as days off)*
(Subject to Change)

Supervision received: Department Chairperson
Supervision exercised: Student Employees (TBD)

This position is located on campus in Bridgewater, MA. This position is eligible for hybrid /remote work in accordance with BSU remote work policy.*Initial assignment only. Subject to change according to institutional needs.

This is an AFSCME unit position and is subject to the terms of that union agreement.

Essential Duties

When you join the team at Bridgewater State University, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students, alumni, and community partners

Duties include:

• Assist faculty and staff in the yearly administration of department budgets; maintaining accurate records to satisfy campus and state standards; ordering classroom supplies and equipment.
• Receive, direct, or respond to departmental inquiries, provide information and direction, and assist all students with their questions. Maintain positive student interactions: greet, disseminate information, answer questions about courses and equivalencies, and field questions to assist in advising current and transfer students.
• Maintain office supplies by checking inventory and ordering items for all department team members. Administer and monitor the department blanket purchase orders for office supplies, stationery needs, and hospitality events for the department.
• Track department purchases through delivery and approval of payment; entering the initial schedule and making revisions in Excel.
• Monitor usage, reconcile charges, and maintain appropriate records for department procurement card.
• Assist faculty and students during transfer advising and registration, drop/add and withdrawal periods; update and maintain an advisee list to be kept in the office and made available to faculty.
• Assist the chair and the search committee in the process of faculty searches; help new visiting lecturers and faculty, in both the day and evening programs with departmental and on campus procedures.
• Organize student class evaluation forms for faculty.
• Maintain lists that serve for e-mail communications, prepare essential forms; coordinate departmental meetings, symposia, events and travel.
• Supervise the hours of student employees and professional models;
• Coordinate monthly department meetings, record minutes, and prepare necessary materials.
• Distribute incoming mail.
• Update and maintain the Department web page and social media platforms.

Required Qualifications

We are looking for equity-minded applicants who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.

• Applicants must have at least (A) two 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, (B) any equivalent combination of the required experience and the substitutions below:
  • An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
  • 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.

• Commitment to customer service excellence/support to enhance an environment of equity, diversity and inclusion.
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Passion for and commitment to social justice, racial justice, and civic engagement.
• Knowledge of the types and uses of general office equipment.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to deal tactfully with others and to exercise discretion in handling confidential information.
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
• Ability to gather information through questioning individuals and by examining records and documents.
• Ability to maintain accurate records and prepare general reports.
• Ability to prepare and use charts, graphs, and tables.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to exercise sound judgment.
• Ability to understand, explain and apply the rules, regulations, policies, procedures, specifications, standards and guidelines governing departmental activities.
• Ability to work independently.
• Ability to determine proper format and procedure for assembling items of information in accordance with established procedures.

State Job Specifications are available in the Human Resources Office or on the Human Resources website -www.bridgew.edu/hr.

Preferred Qualifications

Work Environment

Bridgewater State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employee with disabilities. To request a reasonable accommodation for the application process, please complete and submit this electronic form: https://cm.maxient.com/reportingform.php?BridgewaterStateUniv&layout_id=18

Special Conditions for Eligibility

Please be aware that employment at Bridgewater State University is contingent upon completion of a successful background check. Bridgewater State University is an E-Verify employer.
This position is not eligible for H-1B sponsorship.

EEO Statement

Bridgewater State University (BSU) is an affirmative action/equal opportunity employer which actively seeks to increase the diversity of its workforce. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people.

Position Type

AFSCME Classified

Salary Range

$1,969.30 bi-weekly (Grade 15 Step 1)

Posting Number

S01170P

Open Date

01/09/2025

Close Date

01/26/2025

Special Instructions to Applicants

Please note the following information is required to complete your application for this position:

* A minimum of three (3) professional reference entries in space provided on the application form.

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