Administrative Assistant II - Kennedy College of Sciences

Location
Lowell, MA
Posted
May 11, 2017
Institution Type
Four-Year Institution


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Institution:
University of Massachusetts Lowell

Title of Position Being Posted
Administrative Assistant II - Kennedy College of Sciences

Department:
Dean's Office/Kennedy College of Sciences

Job Reference Number:
0081848

Posting Date:
05-10-2017

Application Deadline:
06-21-2017

For Open until Filled positions, initial review of applications will begin:


Position Status:
Job Opening
Full-time
Benefited

Anticipated Hiring Range:
Grade 17 - Step 1, $1,838.76 bi-weekly (clerical union)

General Summary of Position:
The Administrative Assistant II provides support to the Office of the Dean of the Kennedy College of Sciences and contributes to its overall administrative operational effectiveness.

General Administrative Duties:
> Provide administrative support to the Dean and Associate Deans of the College;
> Manage the calendar of the Dean and of the Associate Deans of the College;
> Schedule appointments, meetings, and conference calls and supervising logistics such as site audio-visual equipment, catering, background material, etc.;
> Make travel arrangements for the Dean, Associate Deans and visitors to the College;
> Manage the Dean's Office front desk: greet visitors either face-to-face or on the phone and being a reliable source of information to students, parents, faculty, staff, and other parties;
> Field email, phone, and in-person questions from faculty, administrative staff, undergraduates, graduate students, and parents, as well as the general public and provides them with relevant information and/or referring them to the appropriate person in the office or the appropriate campus offices/resources;
> Attend meetings when needed for the purpose of providing coordination, materials, support and/or minutes of meetings;
> Coordinate SET (Student Evaluation of Teaching) process with departments, informing departments of the evaluation timeline, preparing evaluation packets, and tracking completion and collection of materials;
> General clerical duties such as copying, filing, sorting and delivering all incoming mail to the office personnel, as well as, organizing all outgoing bulk mailings (Dean's List letters, invitations, etc.)

Records and Database Management
> Prepare and maintain reports, correspondences, and databases, some of which may be confidential in nature;
> Maintain office filing system of Dean's Office records and electronic documents;
> Update (and create when necessary) various electronic databases;
> Retrieve and prepare data for analysis;
> Communicate with department administrative assistants to ensure timely acquisition of information.

Miscellaneous Duties
> Assist with the planning and organization of College events such as student centered events, conferences, lectures, etc.;
> Assist office personnel as needed for the purpose of supporting them in the completion of their tasks;
> Maintain and order supplies for the Office of the Dean and ensure an excellent appearance of the office.
> May require occasional evening or weekend attendance.

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.

Minimum Qualifications (Required):
-Associates Degree or higher preferred
-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 education; however educational substitutions will only be permitted for a maximum of two years of the required experience
-Must have experience with Microsoft Word and Excel
-Excellent communication skills both verbal and written
-Excellent organizational and project management skills

Other Considerations:
-Experience working in an academic office environment
-Technical Knowledge and Skills: Familiarity PeopleSoft Software (including SiS), HR Direct, Summit, and the Microsoft Office suite of applications

Required Applicant Documents:
Resume
Cover Letter
Names and contact information of three references

Optional Applicant Documents:


Special Instructions to Applicants:
Only Internal Classified (MTA Classified/Technical) 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.

Quicklink for Posting:
jobs.uml.edu/applicants/Central?quickFind=55472

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.

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