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Department Assistant - Mathematical Sciences

Apply now Job no: 504776
Position type: Staff Full Time
Benefit Status: Benefited-Union
Campus: UMass Lowell
Department: Mathematical Sciences
Salary: Salary commensurate with experience and grade/range
Applications Open:
Applications Close:

General Summary of Position:

The Department Administrator will provide administrative assistance to faculty, staff, and students in support of teaching, research, service, and outreach activities of the department.  Perform a wide variety of administrative tasks of academic and business nature involving the continual exercise of discretion, confidentiality, and independent judgment. Excellent oral and written communication skills are essential as well as excellent time management skills and the ability to prioritize work. Must be computer savvy and proficient in Microsoft Word, Excel, and Outlook.

Essential Job Duties:

OFFICE ADMINISTRATION: 

  • Provide administrative support in daily activities to the department chair or center director, faculty, and staff such as answering telephones, mail distribution, copying, filing, maintaining general office supply inventory, and submitting Facilities service requests. 
  • Assist in preparing brochures and mailings to promote the department or center.
  • Maintain and order supplies for the department and ensure an excellent appearance of the office.
  • Prepare employment contracts (TA/RA, Adjunct Faculty, and hourly employees) which includes all associated hiring paperwork (I-9s, W4s, Participation Agreement, Receipt of Policies, etc.) utilizing human resource procedures and policies. 
  • Coordinate and arrange interview schedules for non-tenure track and tenure-track faculty interviews.  This includes arranging hotel rooms, lunches, dinners, and seminar schedules. Utilization of People Admin Tracking system.
  • Scheduling exams in “book it” for faculty.
  • Department liaison with facilities (service requests).
  • Ensure optimum customer service in response to all requests for information from visitors, faculty, staff, and students.

FINANCIAL ANALYSIS:

  • Assist with procurement policies and procedures (requisitions, purchase orders, reimbursements, travel, etc.)
  • Extensive knowledge of purchasing, accounts payable, vendor policies and procedures (W9s and IRS Tin).
  • Analyze, monitor, and maintain departmental budget records (Operating, Discretionary, Adjunct budget, student help budget and Overhead accounts).  Provide support to faculty in analyzing and monitoring grant/contract budgets.  Maintain procard policy and procedures.

Minimum Qualifications (Required):

Education: 

  • HS Diploma/GED equivalent; 3-5 years administrative experience

Experience:

  • Three (3) to five (5) years of related work experience, preferably in an academic environment
  • Computer skills, including database management software
  • Must have experience with Microsoft Outlook, Word, PowerPoint and Excel
  • Excellent communication skills both verbal and written.
  • Excellent organizational and project management skills

Preferred Qualifications:

  • College degree preferred (Associate's or Bachelor's)
  • Knowledge in the use of PeopleSoft Financials (including Summit), SIS, Job Hawk, Buy Ways, PageUp, service requests, and HR Direct modules

Special Instructions to Applicants:

Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period. 

Initial review of applications will begin immediately and continue until the position is filled. However, the position may close when an adequate number of qualified applications are received.      

Please include a resume and cover letter with your application. Names and contact information of three references will be required at the time of application.

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UMass Lowell

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Kennedy College of Sciences

The University of Massachusetts Lowell is committed to increasing diversity in its faculty, staff, and student populations, as well as curriculum and support programs, while promoting an inclusive environment. We seek candidates who can contribute to that goal and encourage you to apply and to identify your strengths in this area.

The University of Massachusetts Lowell is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.

Please read this "EEO is the Law" poster (pdf), which provides an overview of many relevant equal opportunity laws.