Administrative Assistant II (48 week)
GENERAL SUMMARY OF POSITION:
The Administrative Assistant II will serve as the point of contact for the Center for Portuguese Studies and assist the Director in all aspects of the Center. The incumbent will assist the Director and the Executive Editor of Tagus Press in the management of projects (including publications), coordinating guest lectures, conferences and workshops, and organizing other programs in Portuguese. Follow 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 all the student population.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES Provides administrative and clerical support to Director of the Center for Portuguese Studies and the Executive Editor of Tagus Press. Acts as liaison between the Center and visiting scholars, various government agencies, Portuguese foundations and the community at large. Oversees and maintains administrative files for the Center. Develops and publishes announcements, flyers and promotional materials and coordinates all print shop forms/requests. Coordinates logistics for on and off campus events; coordinates data, materials and logistics for conferences and workshops. Assists the Director with the development, design and publication of community-oriented programs to the Portuguese-speaking communities in the SouthCoast area. Assists in organizing small projects for the Director of the Center for Portuguese Studies and Culture and Executive Editor of Tagus Press. Assists with the coordination of grant funded projects for the Center and assists in writing/preparing grants by typing and proofreading materials, meeting deadlines, etc. Prepares, reviews and analyzes budget reports for all center accounts. Maintains and reallocates the Centers pro-cards, as well as other regular accounts, and keeps full accounting records/receipts of the transactions for all accounts. Utilizes Peoplesoft, initiates purchase orders, and all travel authorization & reimbursement. Explains, completes and processes office forms for student employment and weekly tracking according to standard procedures. Supervises and train student office staff and completes all forms for payroll and financial purposes. May represent Director at committee meetings and serve on University committees as necessary. Other related duties as assigned.
MINIMUM QUALIFICATIONS (REQUIRED):
Applicants must have at least (A) three 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, or (B) any equivalent combination of the required experience and the substitutions from the Massachusetts State Classification Specifications, which can be found at http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp#c.
Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.
QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities) 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 and apply the laws, rules, policies and procedures 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 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 in accordance with 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. Knowledge of the principles, practices and techniques of supervision.
**************************THIS IS A 48 WEEK POSITION***********************
SUPERVISION RECEIVED: Director of the Center for Portuguese Studies and Culture
DIRECT REPORTING STAFF: Student employees
THEIR STAFF: N/A
DEPARTMENT: Center for Portuguese Studies and Culture
BARGAINING UNIT: AFSCME
JOB GRADE: 17
NO. OF POSITIONS: 1
HOURS: M-F 9:00am-5:00pm
STATE FUNDED: X
COMBINED INTERNAL / EXTERNAL: X
SALARY MIN. $845.82* PER WEEK *Prorated for 48 week schedule
WEEKS OFF: one week including the Christmas holiday and 3 weeks between July and August
Please note that all employees of the University of Massachusetts Dartmouth will be paid over a 12-month period regardless of their work schedule. University of Massachusetts Dartmouth employees who “separate from service” prior to the end of the academic year may be paid in a lump sum at the time of separation for any remaining salary owed to them as of the date of their “separation of service.” “Separation from service” is defined, in accordance with Section 409A of the Internal Revenue Service Code, as when the employee dies, retires, or otherwise has a termination of employment with the University. Additionally the reverse is true in that the employee may owe the University a portion of salary.
QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities) Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities. Knowledge of 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 the 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. Knowledge of and ability to use advising sheets, University system audit reports, electronic spreadsheets, proprietary software such as Outlook, ReservIt, Peoplesoft, etc. Knowledge of and ability to use common social networks such as LinkedIn, Facebook, etc. Knowledge of and ability to provide excellent customer service and maintain confidentiality.
REMARKS: Proficient in Portuguese preferred.
SPECIAL INSTRUCTIONS TO APPLICANTS:
To apply please submit online a letter of interest, current resume and the contact information for three professional references.
Deadline for INTERNAL applicants to apply is July 16, 2018.
Deadline for EXTERNAL applicants to apply is July 20, 2018.
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