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1 Jun 2022

Full-Time Administrative Assistant I, Room Reservationist

Bridgewater State University – Posted by BridgewaterSU Bridgewater, Massachusetts, United States

Job Description

Administrative Assistant I, Room Reservationist

Department Summary:

From Bridgewater State University’s inception in 1840 by Horace Mann as one of the first normal schools in America to the current day, BSU has worked to ensure that our students receive an accessible, affordable, and exceptional education. BSU aspires to be the leader in our mission class for closing equity gaps for Black/Cape Verdean, Latinx, Native American, Asian, and other students of color. BSU’s institutional values, the work of the President’s Special Task Force on Racial Justice, and leadership of the Leading for Change Higher Education Diversity Consortium underscore the campus’ commitment to racial equity and other forms of social justice.

The mission of the Department of University Events is to support the University mission and serve as a one-stop operation that follows University priorities to coordinate, support, execute and consult on meetings, events, and programs throughout campus. Successful candidates will be staff members that can work with their colleagues to help meet the mission of the Department of University Events in serving and supporting our racially and ethnically diverse campus community.

We are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome, and included.

Position Summary:

The Reservationist serves as the central contact for all University‐sponsored events with the exception of academic classes, intramurals, intercollegiate games and practices. The Room Reservationist provides prompt, customer‐oriented services to schedule select space and facilities on campus as well as offers options of appropriate locations for various events/programs on campus.

This is a full time, 12-month AFSCME Position

Tour of Duty: Monday – Friday, 9:00am – 5:00pm

Saturday and Sunday as days off

(Subject to Change)

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

COVID-19 Vaccination Requirement This position must comply with the University Covid-19 Attestation requirement. All employees must be fully vaccinated and complete the Covid-19 Attestation upon hire.Medical or Religious ExemptionsAn employee may request an exemption to the vaccination requirement based on the existence of medical contraindication to vaccination. In addition, an employee may request an exemption to the vaccination requirement based on a sincere religious belief. In both cases, an employee will be required to submit documentation to support the request for an exemption. Employees who secure an exemption may be required to take additional precautions in the workplace and will be required to participate in weekly COVID-19 testing through the university’s Wellness Center.

Position Type: AFSCME Classified

Essential Duties:

• Serving a diverse campus community, the Administrative Assistant will serve as the first point of contact and provide welcoming interactions for space and event requests from campus users. Majority of requests are fielded through the University Events’ scheduling system EMS Web App, other requests received through the University Event’s tiered reservation template, and/or, as necessary, via walk‐in or phone call.

• Follow established workflow procedures for retrieving, evaluating, and processing requests for events and spaces.

• Interprets space requests and utilization to ensure compliance with university policies and procedures. Uses initiative and independent judgment in the assignment of university spaces, as well as consults with supervisor when a request may require further review.

• Obtains any necessary approvals from select service providers for use of space outside the standard scope. Ensures approvals are documented in University Events scheduling system.

• Consults and builds relationships with University constituents who may need assistance selecting the most effective spaces, and serves as a room steward by providing alternate room suggestions to optimize room utilization.

• This position will provide the opportunity to contribute to student success by utilizing fair and equitable practices to hire, train, schedule, supervise, and evaluate graduate and student reservation assistant staff.

• Performs data entry and documents communications using various platforms including the EMS system, MS Teams, and Outlook.

• Serves as member of main office staff aiding with coverage and support when required.

• Assists and participates in strategic organizational planning and decision making for the scheduling and customer relations area.

• Serves as an advocate for space by analyzing space utilization, requests for space, and provides this necessary information to university departments.

• Reviews and sends weekly event and meeting reports to the university community.

• Other duties as assigned. 

Required Qualifications:

Bridgewater State University is committed to building a diverse and inclusive community where members from all backgrounds can live, learn and thrive. Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

• 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.

• II. 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.

• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.

• Passion for and commitment to social justice, racial justice, and civic engagement.

• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines.

• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of student employees and available resources; controlling work through periodic reviews and /or evaluations; determining training needs and providing or arranging for such training; motivating student employees to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.

• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.

• Ability to gather information through questioning individuals and by examining records and documents.

• Ability to give written and oral instructions in a precise, understandable manner.

• Ability to follow written and oral instructions.

• Ability to exercise sound judgment.

• Ability to maintain accurate records. 

Preferred Qualifications:

• Knowledge of Higher Education practices

• Experience with scheduling physical space, such as conference and meeting rooms or ability to learn and utilize best practices

• Experience with data entry and data management

• Ability to learn or experience using EMS or a similar scheduling system for data entry.

• Detail oriented and organized.

• Ability to establish and maintain effective work relationships with people from diverse racial, ethnic, and socioeconomic backgrounds.

• Ability to handle multiple and simultaneous tasks.

• Demonstrated commitment to customer service excellence/support to enhance an environment of equity, diversity and inclusion.

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.

This position is not eligible for H-1B sponsorship.

COVID-19 Vaccination Requirement This position must comply with the University Covid-19 Attestation requirement. All employees must be fully vaccinated and complete the Covid-19 Attestation upon hire.Medical or Religious ExemptionsAn employee may request an exemption to the vaccination requirement based on the existence of medical contraindication to vaccination. In addition, an employee may request an exemption to the vaccination requirement based on a sincere religious belief. In both cases, an employee will be required to submit documentation to support the request for an exemption. Employees who secure an exemption may be required to take additional precautions in the workplace and will be required to participate in weekly COVID-19 testing through the university’s Wellness Center.

Salary Range: $1785.03 (Grade 15, Step 1)

Posting Number: S00790P

Open Date: 05/27/2022

Close Date: 6/15/2022

Open Until Filled: No

Special Instructions to Applicants:

Please note the following information is required to complete your application for this position: *a minimum of one (1) employment history entry. *a minimum of three (3) professional reference entries.

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.

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