Jobs at UMass Dartmouth

POSITION TITLE: Administrative Assistant I

AGENCY: University of Massachusetts Dartmouth

GRADE: Grade 15

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
To manage, coordinate, delegate and insure completion in a timely manner of all the clerical work given by the Dean and Associate Dean. To have a working knowledge of all CCB support staff functions to assist when needed.

SUPERVISION RECEIVED:
Receives direct supervision from Dean Madan Annavarjula. Receives functional supervision from the Associate Dean Chan Du.

DIRECT REPORTING STAFF: Work Study students and Graduate Assistants

THEIR STAFF: None

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Provide administrative and clerical support to the Dean and Associate Dean of the Charlton College of Business maintaining confidentiality.
• Process applications for faculty positions within the Charlton College of Business including maintaining logs, sending acknowledgment letters, status letters and other correspondence to applicants and performing other related duties.
• Provide administrative assistance to the Dean pertaining to personnel actions in areas such as faculty and staff evaluations, the granting or refusing of tenure and/or sabbaticals, promotions, discipline, retirement, etc. exercising an exceptionally high degree of confidentiality.
• Manage Dean’s office effectively and efficiently ensuring compliance with College and University standards and policies; analyze work processes to make recommendations to improve procedures and track work and information flow.
• Receive, screen and make phone calls providing a high degree of customer service.
• Receive, screen and direct visitors.
• Compose and /or prepare correspondence, reports, and memoranda using Microsoft Word, Excel, Power Point, PeopleSoft, COIN and electronic mail.
• Retrieve student and other information from COIN as requested, such as transcripts and addresses.
• Process weekly attendance for Dean’s staff and maintain records.
• Retrieve information from HRIS Financial Reporting system to compile statistical information for use in reports including but not limited to budget, faculty, and reports related to operations at Charlton College of Business.
• Maintain calendar schedule for Dean and Associate Dean.
• Maintain calendar schedule for the conference rooms from campus-wide requests.
• Maintain all records for Dean’s and Associate Dean’s Boards, Councils, and Committees.
• Maintain proper inventory of supplies for entire College using PeopleSoft e-procurement and Pro-card ordering system keeping accurate records according to accepted University procedures.
• Proofread typed material for grammatical, punctuation, and spelling errors, and for proper format, accuracy, and completeness.
• Handle travel arrangements for Deans, including authorization and reimbursement when appropriate.
• Coordinate and keep records of all CCB functions, conferences, meetings, interviews, appointments etc. including catering, invitations, attendance, registration fees, and Facilities participation.
• Act as Deans’ liaison, maintaining good relations with CCB faculty and staff, University employees and the general public.
• Prepare periodic mailings to CCB alumni and donors.
• Train and supervise work-study students by delegating work to them and ensuring the work is done correctly. Maintain and coordinate work-study students’ schedules.
• Transcribe meeting minutes and prepare agendas for various committees and conferences.
• Understand areas of responsibility of CCB Advisors in order to properly direct student inquiries.
• Maintain a manual of instructions of job duties for staff providing back up in the event of the absence of the incumbent; train other staff to provide back up services.
• Assist College Student Clubs by reserving rooms, printing flyers and sending emails to general student body.
• Maintain files regarding University, Departmental and Faculty reports, faculty, staff and work-study personnel files, AACSB files and other appropriate files maintaining strict confidentiality.
• Operate and maintain office equipment to keep in working order. Train staff and faculty in the use of machines.
• Update all files annually.
• Open and distribute incoming mail.
• Report building maintenance issues to Department of Facilities and Physical Plant.
• Perform other job-related duties and responsibilities as assigned.

QUALIFICATIONS REQUIRED AT HIRE:

• Knowledge of the principles and practices of office management.
• Knowledge of the methods of general report writing.
• Knowledge of the methods used in the preparation of charts, graphs and tables.
• Knowledge of the types and uses of general office equipment.
• Ability to understand and apply the laws, rules, policies and procedures governing assigned unit activities.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to follow written and oral instructions.
• Ability to gather information through questioning individuals by examining records and documents.
• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
• Ability to assemble items of information in accordance with established procedures.
• Ability to determine the proper format and procedure for assembling items of information.
• Ability to prepare general reports.
• Ability to maintain accurate records.
• Ability to file material in accordance with standard filing procedures.
• Ability to communicate effectively in oral expression.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to deal tactfully with others.
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates’ training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.
• Knowledge of the English language including spelling, word meaning and word usage.
• Ability to read, write, and comprehend the English language.
• Ability to use proper grammar, punctuation and spelling.
• Ability to work accurately with names, numbers, codes and/or symbols.
• Competence in the use of advanced features of Excel, MS Word and Powerpoint.

QUALIFICATIONS ACQUIRED ON JOB:

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Knowledge of the proper telephone procedures for making and receiving agency calls.
• Knowledge of the types and uses of agency forms.
• Knowledge of the principles, practices and techniques of supervision.
• Knowledge of Advisors’ duties and faculty roles in advisement process.
• Knowledge of the laws, rules, policies and procedures governing the purchasing and requisitioning of supplies and equipment.
• Knowledge of state accounting and budgetary procedures including terminology.
• Ability to prioritize correspondence.
• Ability to communicate to students and advise them accordingly.

MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, or (B) any equivalent combination of the required experience and the substitutions from the Massachusetts State Classification Specifications.

LICENSE AND/OR CERTIFICATION REQUIREMENTS: None

REMARKS: None

DEPARTMENT: Dept.

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED:  No  

SALARY: $52,449.02 to $73,712.34

HOURS: M-F 9:00am - 5:00pm

GRADE: 15

UNION:  AFSCME 

UMass Dartmouth offers exciting benefits such as:

• 75% Employer-Paid Health Insurance
• Flexible Spending Accounts
• Life Insurance
• Long Term Disability
• State Pension Retirement Plan
• Optional Retirement Savings Plans
• Tuition Credit (Employee, Spouse, & Dependents)
• Twelve (12) paid holidays
• Paid personal, vacation, and sick time
• And More!

Benefits for AFSCME Union- AFSCME

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship is not available.

To apply please submit a letter of interest, a current resume and the contact information for three professional references.

The deadline for internal applicants is August 10, 2025.

The review of internal and external applications will be ongoing until the position is filled.

The projected start date for this position is after October 1, 2025.