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Department Assistant - History (Internal Only)

Apply now Job no: 514698
Position type: Staff Full Time
Benefit Status: Benefited-Union
Campus: UMass Lowell
Department: History
Salary: Salary commensurate with experience and grade/range
Applications Open:
Applications Close:

General Summary of Position:

This being an internal opportunity, only current UML Employees, irrespective of Bargaining units are eligible to apply for this position. 

Provide administrative support to History Department Chairperson and faculty, in managing day-to-day office operations.

Job Duties:

  • Maintain department records, and assist students 
    • Answer phone and greet visitors to Dugan 106
    • Order and monitor office supplies, including bottled water, coffee supplies, xerox paper, pens, etc. (but not individual printers or toner cartridges)
    • Submit and follow up on work orders for maintenance and repairs, and with housekeeping to ensure that lobby and offices are clean
    • Provide copying/scanning as needed for faculty
    • Manage delivery of mail, faxes, packages
    • Maintain department bulletin board and whiteboard re events, opportunities, and news that pertain to the department
    • Schedule department meetings and coordinate with Aramark to provide food
    • Assign and monitor tasks for work-study students
    • Maintain files for new majors, travel reimbursement, budget, repairs, advising, and other department business
    • Monitor office keys, esp. master key and file cabinet keys, and order new keys as needed

Manage personnel processes for the History Department:

  • Submit and monitor forms for hiring work-study students, adjunct faculty, and other temporary employees through the e*paf system and Job Hawk
  • Report hours each month for work-study students and other temporary employees
  • Submit timesheet exceptions for faculty absences as needed
  • Submit and monitor travel reimbursement requests for faculty
  • Assign faculty advisors to History majors

Manage financial transactions and processes for the History Department:

  • Process all requests for department financial transactions, including BuyWays, WB Mason, ProCard, etc. as well as requisitions and reimbursements
  •  Complete monthly reconciliation of ProCard log and maintain records of previous expenditures
  • Use SUMMIT to monitor anticipated and actual budget expenses for Operating, Discretionary, & Professional Development funds.
  • Provide a running budget update to Department Chair at the end of each month

Provide support to faculty and Department Chair:

  • Process travel reimbursement requests for faculty travel, including scanning receipts, reconciling amounts, and entering data into university system
  • Assist with deliveries around campus (e.g., books to library, documents to Dean’s Office)
  • Coordinate with Department Chair to identify appropriate requests from faculty
  • Coordinate preparation and distribution of blank teaching evaluations for each department course prior to end of semester Summarize teaching evaluation scores and comments in Excel spreadsheet at end of each semester. Share evaluation results with Department Chair.
  • Organize and maintain teaching evaluations in a secure environment
  • Graduation Tracking
  • Declaration of Major/Minor Forms

Provide support for Department events:

  • Keep calendar of department events and post on whiteboard in a timely fashion
  • Coordinate with housekeeping, Aramark, and other university offices to organize department events (e.g., Course Faire, Graduation Party,
  • Visiting Speakers, Phi Alpha Theta induction, History Club, Alumni Panels)
  • Process honoraria, travel expenses and other payments to department faculty and guests
  • Assist with publicity by submitting events to university calendar, iHawk; assist with creation and distribution of posters and flyers
  • Assist with faculty job searches by coordinating visitors’ schedules, parking permits, and other requests
  • Obtain meal vouchers for guests
  • Attend department meetings

Other Job Duties:

  • Perform other related duties as assigned
  • Attendance at evening events for the Department and College may be required

Minimum Qualifications (Required):

  • HS Diploma or GED/equivalent plus 3-5 years related experience
  • Knowledge of higher education principles, practices and procedures
  • Demonstrated experience with computer software including word processing, spreadsheets, database systems. Ability to work effectively with faculty, staff and students

Preferred Qualifications:

  • Associates Degree preferred

Special Instructions to Applicants:

This being an internal opportunity, only current UML Employees, irrespective of Bargaining units are eligible to apply for this position. 

This is a SEIU 888 Professional Union position, Grade P15.

Please include a cover letter and resume 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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College of Fine Arts, Humanities & Social Sciences
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