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Administrative Assistant II

Apply now Job no: 528200
Position Type: Staff Full Time
Campus: UMass Boston
Department: CLA - Dean's Office
Pay Grade: 17
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time

General Summary: 

The Administrative Assistant II within the CLA Dean’s Office will provide daily administrative and financial support functions to CLA Programs including but not limited to Critical Ethnic and Community Studies (CECS), Human Services, Latino Studies, and Native American and Indigenous Studies (NAIS). The incumbent will work closely the Program Directors to support administrative aspects, monitor financial and human resource needs, and assist in supervising student employees. The incumbent will also coordinate with other staff and faculty members in each program to promote events, to run the activities and functions of each program.

Examples of Duties: 

  • Greet and direct visitors/students and provide assistance to both internal and external customers seeking to contact the Programs and the Dean’s Office; receive and direct internal and external phone, e-mail and website inquiries and when necessary, field inquiries to appropriate staff person or faculty member; receive, sort and distribute mail to appropriate individuals; disseminate information to faculty and staff on updated policies, guidelines and regulations to support compliance with university standards.
  • Provide administrative and financial support functions for the programs.
  • Assist program staff and faculty with scheduling meetings, interviews, make arrangements for outside visitors, and events.
  • Assist with events for the programs and schedule time and space/location and reserve required facilities; arrange catering for events.
  • Enter course schedules and final exam schedules into internal database and create documents summarizing such schedules; prepare, distribute, collect and scan course evaluation forms and create documents summarizing the data from these evaluations.
  • Obtain course permission numbers for each course from the Registrar’s Office and provide them to students for registration of Summer internship and capstone courses.
  • Provide support to students regarding course registration and capstone projects and internships; assign students to faculty advisors.
  • Prepare personnel action forms, contracts, and other paperwork for faculty, staff and student employees and forward them for signatures and further action.
  • Serve as the timekeeper, maintain time and attendance records. 
  • Schedule and monitor graduate assistantship assignments for each semester. 
  • Function as the Program’s purchasing agent; monitor program supplies, generate purchase orders and utilize program purchasing cards to order equipment and supplies; use BankCard and/or purchase order procedures for purchases in conformity with existing program and university policies and procedures; perform reallocations of BankCard transactions among program accounts when necessary.
  • Receive invoices for items purchased, travel arrangements and events and process for payment; receive encumbrances and reconcile and balance accounts; maintain copies of all invoices and reimbursements to maintain proper documentation of purchases and to comply with university policies, procedures and grant and audit regulations.
  • Run reports and conduct database queries to provide requested information to inter-and intra-program faculty and staff, to provide budget information to the Program Director’s and to comply with audit and grant regulations; review reports and compare data for accuracy.
  • Maintain files on individual students, on program personnel and other program records, such as course schedules and syllabi, in accordance with program and university policies and procedures.
  • Supervise and train student employees by assigning routine clerical tasks and reviewing the work upon completion.
  • Provide assistance to students with regards to course registration questions, change of major forms and change of grade forms, assigning students to faculty advisors; maintain an active list of faculty advisors.
  • Assist with advertising and public relations for the Programs, including maintaining website and social media presence and advertising (e.g. Facebook, Twitter, blogs, Wordpress).
  • Assist with admissions and recruitment for the program, duties include maintaining outreach database; preparing reports; overseeing recruitment mailing; and interacting with students, applicants and prospective applicants.
  • Assist with student orientation/graduation activities and planning. 
  • Assist with coordination of partnerships with community organizations for student capstone projects and internships, including preparing and tracking Memorandums of Understanding (MOUs) with community organizations and evaluations; assist in the creation of MOUs for faculty teaching across programs, as well as for program and departmental partnerships.
  • Conduct student instructional evaluations for the programs where needed; prepare and distribute evaluations each semester; retrieve all evaluations, document findings and distribute to faculty upon direction of the Program Directors; organize and maintain all evaluations.
  • Serve as Programs liaison for efforts with other internal and external departments and customers, as well as faculty and students, to exchange information, resolve problems and/or facilitate progress of program initiatives, functions, and activities.
  • Attend monthly Department Administrative Meetings and provide university and/or college updates on policies and procedures, business process improvements, on-campus training opportunities and briefings/updates about campus activities.
  • Assist CLA Assistant Deans with administrative tasks, as requested.
  • Serve as back-up for CLA Department Administrators as needed.
  • Perform other duties in conjunction with the supervisor.


Qualifications: 

At least two years, or equivalent part-time, experience in office management/administration or business administration. Experience in both office management and business administration is preferred.

Preferred Qualifications:

  • Knowledge of or experience with PeopleSoft HR and Finance, as well as Student Information software (WISER) is preferred. 

Knowledge, Skills and Abilities:

  • Knowledge of standard office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation;
  • Knowledge of software applications, including office software and database management;
  • Knowledge of and ability to search the internet and create e-mail and distribution lists;
  • Knowledge of and facility with social media platforms and website maintenance;
  • Knowledge of and facility with cloud storage and shared office platforms (e.g. google docs, OneDrive);
  • Knowledge of the types and applications of standard office filing systems;
  • Ability to understand and apply the laws, rules, policies and procedures governing the assigned unit activities;
  • Ability to follow guidelines and procedures, as well as written and oral instructions;
  • Ability to communicate effectively both orally and in writing;
  • Ability to give written and oral instructions in a precise, understandable manner;
  • Ability to exercise discretion in handling confidential information;
  • Ability to prioritize tasks, multl-task, and respect deadlines;
  • Ability to exercise sound judgment;
  • Strong interpersonal and organizational skills;
  • Strong attention to detail;
  • Strong commitment to customer service.

 

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional work references.

Review of candidates will begin following the application closing date.

Grade: 17              Hourly Rate: $31.425

This is a non-exempt union position. 

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the ADA/504 Coordinator Andrea Haas  or 617-287-5148.

 

Applications close: Eastern Daylight Time

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All official salary offers must be approved by Human Resources.

The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other legally protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.

UMass Boston normally does not provide H-1B visa sponsorship for non-academic positions.

The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.