Administrative Assistant I - Biomedical & Nutritional Sciences

Location
Lowell, MA
Posted
Jun 09, 2018
Institution Type
Four-Year Institution


Job no: 494362
Position Type: Staff Full Time
Benefit Status: Benefited-Union
Campus: UMass Lowell
Department: Biomed & Nutritional Sciences
Salary: Grade 15, Step 1 $1,645.87 bi-weekly
Applications Open: Jun 08 2018
Applications Close: Open until filled

General Summary:

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

The Administrative Assistant I will support the Department of Biomedical and Nutritional Sciences by assisting the chair in the planning, organizing, and managing of the department. This individual will ensure effective departmental operations by:
  • Working with the chair to develop and maintain a departmental atmosphere that is friendly and helpful to students, faculty, staff members, and visitors using a customer oriented approach.
  • Developing, documenting, communicating and implementing internal personnel procedures and policies under the direction of the chair.

The individual in this position will maintain the budget and oversee purchasing for the department, process invoices, oversee Procard reconciliation statements, prepare monthly financial reports for the department chair and prepare and submit adjunct and TA contracts.

The Administrative Assistant will provide confidential administrative support to the department chair by
  • Overseeing financial accounts for the department, maintaining fiscal control,
  • Supporting the department chair in personnel matters,
  • Assisting in the marketing/creating of brochures, flyers, postcards.
  • Following up on assignments made by the chair,
  • Receiving and screening communications to the chair,
  • Assisting in the preparation of materials and reports for accreditation and regulatory agencies,
  • Helping organize events and meetings,

In addition, this person will provide administrative support related to students by maintaining student records and managing the DIG process; will supervise work-study students; maintain departmental office supplies and equipment; and perform other related duties as assigned.

Minimum Qualifications (Required):
  • High school diploma or GED/equivalent and two years of full-time or equivalent part-time office experience.

Substitutions:
  1. An associate's degree, or higher, with a major in business administration, business management or public administration may be substituted for the required experience. *
  2. An associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. *

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
  • Expertise in MS Office applications including Microsoft Access, Excel and Word (including mail merge).

Preferred Qualifications:
  • Bachelor's degree
  • Experience working with student information and enterprise systems, such as the Student Information System (SIS) and PeopleSoft
  • Previous experience with web site updates and maintenance
  • Proven ability to address student needs
  • Strong interpersonal and relationship building skills in order to establish a positive rapport with faculty, staff and students
  • Previous experience working in a culturally diverse environment
  • Demonstrated flexibility in performing duties as assigned
  • Supervisory experience

Special Instructions to Applicants:

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

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. **Provide information on your experience with Microsoft Office, particularly Word and Excel and other software programs. Names and contact information of three references will be required during the application process.

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.

PI102866788

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