POSITION TITLE: Administrative Assistant I

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 15        

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Responsible for the coordination of graduation-related duties for the Office of the University Registrar. Review and analyze data and documents pertaining to graduation and record testimony of completion of degree requirements and disseminate information to appropriate departments throughout the University. Maintain considerable knowledge of academic policies and regulations to act as a liaison for the Office of the Registrar and deans, department chairs, faculty, and staff. Develop actions and processes to improve office communication and graduation workflow. 

Follows the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of the student population.

SUPERVISION RECEIVED:

Receives direct supervision from the Assistant Registrar and functional supervision from the Administrative Assistant II, Registrar, Associate Registrar, and Assistant Registrar(s) as appropriate.

DIRECT REPORTING STAFF: May supervise student employees.

THEIR STAFF: None

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Responsible for all duties related to graduation, including the review and analysis of individual student data to identify potential candidates for graduation and the coordination of efforts to exchange information with the chairperson, deans, and department staff to effectively direct and guide students through the degree certification and graduation process.
• Manage and organize the review of graduation applications; assess each student's transcript, GPA, and earned credits with the requirements of the student's major; identify potential issues and effectively communicate with students, chairpersons, deans, and department staff; apply appropriate coding in the student information system.
• Maintain knowledge of university academic polices regarding undergraduate and graduate regulations about degree requirements, matriculation, and commencement eligibility. Communicate policies to students, staff, faculty, chairs, and deans as appropriate.
• Maintain a detailed knowledge of the university’s academic catalogues to review, accurately analyze and process degree certifications for each program of study.
• Produce and review regular and ad hoc query-based reports regarding graduating students for the Registrar’s Office and other departments and campus partners involved in the graduation/commencement process.
• Manage the required National Student Clearinghouse degree verification process and collaborate with staff on troubleshooting errors and/or omissions.
• Process student requests for changes to expected graduation term, as well as bi-annual statistics review and update of student information in the student information system.
• Develop and maintain proficiency with the student information system academic plan table, with relevance to ordering and proofing diplomas with a third-party vendor for conferred students.  
• Develop and maintain, in coordination with supervisors and university departments, all deadlines, procedural processes, and website updates about graduation, including coordination of efforts with academic departments to ensure timely processes throughout the academic year. 
• Participate as a member of the University Commencement Committee, providing analyzed data relevant to all departments involved in graduation and commencement.
• Active participant in the creation of the University Commencement Program providing analyzed student academic data as well as editing and proofreading drafts prior to final publication.
• Oversee and coordinate staff activities pertaining to graduation and commencement-related functions.
• Develop, in coordination with superiors, production schedules, quality controls, methods, procedures and job aids.
• Identify, troubleshoot and resolve transcript errors.
• Perform student enrollment functions via walk-in, telephone, CRM, email/written correspondence, etc. Direct questions or inquiries to other staff as appropriate.
• Provide procedural assistance to students, faculty, and staff regarding registration, records maintenance, and other inquiries. 
• Prepare correspondence and spreadsheets using MS Word, CRM, MS Excel, Publisher and Adobe.
• Assist with other relevant duties as assigned to complete department requirements and to provide good customer service.
• 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, explain, and apply the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines 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 and 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 per 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 prepare and use charts, graphs, and tables.  
• 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.

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 laws, rules and regulations governing the state personnel system.
• Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
• Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
• Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
• Knowledge of state accounting and budgetary procedures including terminology.
• Knowledge of the principles, practices and techniques of supervision.

MINIMUM ENTRANCE REQUIREMENTS:    

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 cited in the Massachusetts Classification Specifications.

LICENSE AND/OR  CERTIFICATION  REQUIREMENTS: None

DEPARTMENT: University Records

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED:  No  

SALARY: $52,449.02 to $73,712.34

HOURS:  M-F  8:30am - 4:30pm

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 applications will be ongoing until the position is filled.

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