Administrative Assistant, Arts & Ideas Series

Framingham State University was founded in 1839 for a singular purpose - to meet a public need and promote the public good. At our founding as the nations first public normal school that need was for comprehensively educated public school teachers who would in turn promote an educated citizenry. FSU continues to offer exceptional teacher education programs and while we are proud of our roots as a teachers college we have grown far beyond them. Public need continues to evolve and FSU right along with it. Our students and alumni are making waves in the fashion industry designing nutrition plans for professional athletes writing for major media and news organizations working for Fortune 500 companies right here in Framingham and so much more. FSU is a proudly public and truly transformative institution offering accessible affordable educational opportunities that integrate an academically challenging liberal arts education with workforce preparation programs in a highly personalized teaching environment. Our programs have expanded but our purpose and commitment to public education for the public good remain steadfast.

FSU currently enrolls about 3000 undergraduate and 1200 graduate and professional students offers 60 undergraduate and graduate programs in the arts and humanities behavioral and social sciences and professional fields and enrolls 48% BIPOC students and 54% first-generation college students in our undergraduate programs. We are deeply committed to inclusive excellence and strive to promote a culture of equity and antiracism. This commitment has earned FSU eight Insight Into Academia Higher Education Excellence and Distinction (HEED) Awards and led to our recognition in the Great Colleges to Work For program. We encourage applications from those who share our commitment to promoting a diverse welcoming and inclusive community.

FSU is ideally situated between Boston and Worcester on land originally stewarded by the Nipmuc people for thousands of years. FSU and the surrounding area are steeped in history achievement and innovation and provide access to urban hotspots verdant landscapes natural and cultural amenities and diverse communities.

Our founding motto LIVE TO THE TRUTH was said at the end of each class by beloved first principal Cyrus Peirce who sought to discover and teach truth in theory and in spirit and in manner and intellectual and truth moral. Early leaders found this motto speaks of sincerity of intensity of effort of resolution to succeed of joy in achievement. LIVE TO THE TRUTH aptly reflects our past and our pledge for the future as it continues to guide our institution in practice and endeavor. If you share in this quest for truth and a commitment to living it fully make the next chapter of your career the best chapter at Framingham State University.

Learn more about our career opportunities at Description:

GENERAL STATEMENT OF DUTIES:

This part-time Administrative Assistant position for Framingham State Universitys Arts & Ideas Series is an exciting opportunity for a detail-oriented and self-managing individual. The Arts & Ideas Series features engaging speakers performers exhibitions and films that represent campus programming at its best. The Administrative Assistant will provide
support to the Coordinator of the Arts & Ideas Series and the Arts & Ideas committee as well as to the individual faculty staff and students who serve as event organizers for each order to fulfill the assigned duties the Administrative Assistant must use technical and organizational skills work efficiently on several projects concurrently and collaborate with various people and offices across campus. The series supports approximately 12 events over the course of the academic year.

SUPERVISION RECEIVED:

Coordinator of the Arts & Ideas Series reports to the Associate Provost Officeof Academic Affairs

SUPERVISION EXERCISED:

N/A

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

The Administrative Assistant will

• Meet regularly with the Coordinator of Arts & Ideas.
• Send emails for calls for theme applications and event notifications for Arts & Ideas; along with generating any necessary forms for that work.
• Promote events to the broader community
  • Collaborate with event leaders on details of events needed marketing materials etc.
  • Work with the Marketing and Communications on design of marketing materials
  • Pick up posters and flyers from the copy center
  • Deliver posters to McCarthy Center and Library
  • Post and update events on online services including Patch Eventbrite and Ramlink
  • Notify the Framingham Public Library
• Organize the advisory committee meetings
  • Schedule meetings (settling time date and venue)
  • Collect agenda items and distribute the agenda
  • Set date time and venue.
  • Reserve room if in-person or generate Zoom link if virtual and share the meeting info.
  • During the meeting record the minutes
  • After the meeting send the minutes to the Coordinator for approval.
  • Distribute documents necessary for committee votes.
• Organize Arts and Ideas events
  • Interact with administrative assistants of departments to share list of responsibilities.
  • Maintain a promotional best practices checklist for event leaders.
  • Participating in planning meetings with event leaders on budget and best-fit options for campus spaces.
  • Make necessary arrangements with IT department for needed technology.
  • If the event will be conducted virtually:
    • set up the Zoom webinar link
    • set up the registration site for people to access the Zoom link
    • make the Coordinator a co-host of the Zoom meeting
    • send the link to the Coordinator of Arts and Ideas
  • During in-person operations:
    • reserve the venue and confirm with Coordinator
    • assist with travel arrangements including transportation and lodging for invited guests
    • track attendance numbers at events
  • Handle budget reporting and payments
  • Confirm receipt of budget variance analysis from FSU Business office every month.
  • If there are any budget changes or transactions document them and notify the Coordinator. These may include payments transfers of funds from co-sponsors and so on. These should also be discussed during the weeklymeetings.
  • Make sure all event leaders submit vendor forms for their events and confirm vendor numbers are generatedfor contractors through FSU Business Office.
  • Make sure payments and honoraria are made to contracted speakers on the promised dates.
  • If any conversations or clarifications are required by the contractors discuss with the Coordinator and followup with the contractors.
• Handle the paperwork to pay the Universitys museum memberships.
• Complete other duties as assigned.

WORKING CONDITIONS:

• May have some lifting and moving
• Must be available to work occasional evening shifts

MINIMUM QUALIFICATIONS:

Applicants must have at least (A) two years of full-time or equivalent part-time experience in office management office administration business management or business administration with experience including one or more of the following functions: event planning program management grant management budgeting accounting records management work
simplification OR (B) any equivalent combination of the required experience with substitutions as allowed below:

Substitutions:

• An Associates or higher degree in a closely related area of study may be substituted for the required two years of experience.
• An Associates or higher degree in other areas of studymay be substituted for a maximum of one year of the required experience.

This is a part-time non-benefited contract position not to exceed 18 hours per week. The scheduled hours vary. The pay rate is $22-27per hour.

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity/affirmative action employer.

Members of underrepresented groups minorities women veterans persons with disabilities and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

Candidates must apply online by submitting:

• Cover Letter
• Resume/CV
• Names and contact information for three (3) professional references (references are not contacted automatically upon submission of application).

For best consideration please submit application materials by August 17 2026. The review of applications may continue beyond that date and until the position is filled at the discretion of the search committee.

Framingham State University only accepts application materials through our online application system. We are unable to accept application materials through mail email fax or hand delivery. If you experience technical issues with the online application process please submit ahelpdeskticket.

Framingham State University understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance please contact the Human Resources Office ator.

URL: Experience:

Junior IC