Title

Administrative Assistant I, Center for Student Engagement

Department Summary

The Center for Student Engagement was established to plan, implement, support, and cultivate opportunities, programs and experiences for Bridgewater State University students from pre-enrollment through commencement and transition to an active alumni status.

We are dedicated to creating engaging spaces for students to EXPLORE who they are, EXPERIENCE a sense of belonging and be empowered to LEAD. The Center for Student Engagement executes its mission through:

• Facilitating the university's orientation and new student transition programs both prior to their enrollment and through their first semester at BSU.
• Campus-wide program development, and advising roles, the department offers students the chance to develop leadership skills and experience interpersonal interaction that will enhance their personal and academic lives.
• Providing guidance to BSU's 80+ student organizations by supporting the planning and implementation of over 400 events per academic year (including 70+ planned by Program Council).
• Overseeing the day-to-day operations of the Rondileau Student Union, creating a welcoming environment for all members of the BSU community.
• Building connections with families of students to ensure each student receives support in as many ways as possible.

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

Student Success is our greatest show, come join our community!

Position Summary

The Administrative Assistant I position is integral in ensuring the financial health of student organizations, providing exceptional customer service and comprehensive support to the entire department. The primary role of this position is budget management for the Center for Student Engagement and its 80+ supported student organizations. This position works in a fast-paced, student-centered office environment that supports our diverse students, families, and other BSU departments.


Administrative Assistant I, Center for Student Engagement 12 month, AFSCME unit position.
Tour of Duty: Monday through Friday 9:00 am to 5:00 pm (Saturday and Sunday as days off) *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

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• The primary role of this position is support budget management for the Center for Student Engagement and its 80+ supported student organizations.
• Support student organization and department finances, as assigned, in accordance with established procedures. This includes but is not limited to scheduling and tracking credit card use, initiating purchase orders, processing flex point prizes; and processing contracts, catering orders, and check requests.
• Assist in managing the University's budget process, including tasks such as reconciling and allocating credit card purchases, handling contracts and purchase orders, processing budget transfers, and ensuring timely payment of invoices in line with procurement procedures.
• Deliver comprehensive front office support by acting as one of the primary contacts for in-person, phone, and email interactions at the Center for Student Engagement. This role may involve answering phone calls, welcoming walk-in visitors, and managing departmental emails and voicemails.
• Perform clerical duties like data entry, event registration management, assisting with large mailings, taking meeting minutes, and sorting daily mail. Oversee department equipment by managing requests, lending, returns, and providing condition updates.
• Review and analyze data within outlined area activities in order to improve work methods, determine progress, and revise established procedures and/or to provide information to supervisors.
• Serve as a liaison with campus departments (such as student accounts and procurement services), various local, state, and federal agencies, and contracted vendors to exchange information, resolve conflicts, and coordinate activities as needed. Ensure timely completion of performance and service contracts for departmental events as well as collaborative events involving student volunteers and staff advisors.
• Provide administrative support for event planning of departmental activities, including event reservations and catering orders.
• Track the registration and completion of student organization fundraisers and other events that require money collection. Serve as the primary manager of student organization online stores through Marketplace, and other approved sites.
• Attend all staff meetings and professional development as determined by the Center for Student Engagement and/or Student Life.
• Make referrals for students on a variety of concerns related to campus life.
• Support departmental events and activities

Required Qualifications

Successful candidates will be staff members that can work collaboratively with their colleagues in CSE and across the university to meet the mission of the department in serving and supporting our racially and ethnically diverse campus community.

Student success is our greatest show, come join 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

* Superior customer service skills and the ability to prioritize multiple responsibilities.* Working knowledge of Microsoft Office suite* Familiarity/experience using BANNER * Familiarity/experience using CampusGroups and ReadyEducation platforms* College campus work experience

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

S01157P

Open Date

11/14/2024

Close Date

11/28/2024

Special Instructions to Applicants

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

* A minimum of three (3) professional reference entries in space provided on the application form.
* Resume/CV
* Cover LetterPDN-9d7de719-6889-4d99-9115-e7674d0b0f00