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Administrative Assistant

Job description

Administrative Assistant

Job no: 500533
Position Type: Staff Full Time
Campus: UMass Boston
Department: Transntnl Cultural & Comm Std
Pay Grade: 15
Date opened: 09 May 2019 Eastern Daylight Time
Applications close: 27 May 2019 Eastern Daylight Time

General Summary:

The Administrative Assistant, within Transnational Cultural and Community Studies (TCCS) and Human Services, will work alongside the TCCS Program Director, TCCS committee chairs and the Human Services Program Director to support all administrative support aspects of the TCCS program and Human Services Program. The incumbent will also provide support to students regarding course registration and capstone projects and internships; will assign students to faculty advisors; and will assist in supervising student employees.

Examples of Duties:

  • Greet and direct visitors/students and provide assistance to both internal and external customers seeking to contact the Programs; receive and direct internal and external phone, e-mail and website inquiries and when necessary, field inquiries to appropriate staff person or faculty member; receive, sort and distribute mail to appropriate individual within assigned unit; disseminate information to faculty and staff on updated policies, guidelines and regulations to support compliance with university standards;
  • Assist Program staff and faculty with scheduling meetings, interviews, and events; schedule time and location and reserve required facilities; arrange catering;
  • Enter course schedules and final exam schedules into internal database and create documents summarizing such schedules; prepare, distribute, collect and scan course evaluation forms and create documents summarizing the data from these evaluations;
  • Obtain from the Registrar's Office and provide permission numbers to students to register from Summer internships and capstone courses;
  • Prepare personnel action forms, contracts, and other paperwork for adjunct faculty and student employees and forward them for signatures and further action;
  • Serve as the timekeeper, maintain time and attendance records;
  • Schedule and monitor graduate assistantship assignments for each semester;
  • Assist in preparation of major personnel reviews by collecting, compiling, and forwarding for further review the documents required by department and university procedures, while maintaining confidentiality;
  • Function as the Program's purchasing agent; monitor program supplies, generate purchase orders and utilize program purchasing cards to order equipment and supplies; use ProCard and/or purchase order procedures for purchases in conformity with existing program and university policies and procedures; perform reallocations of ProCard transactions among program accounts when necessary;
  • Receive invoices for items purchased, travel arrangements and events and process for payment; receive encumbrances and reconcile and balance accounts; maintain copies of all invoices and reimbursements to maintain proper documentation of purchases and to comply with university policies, procedures and grant and audit regulations;
  • Run reports and conduct database queries to provide requested information to inter-and intra-program faculty and staff, to provide budget information to the Program Director and to comply with audit and grant regulations; review reports and compare data for accuracy;
  • Maintain files on individual students, on program personnel and other program records, such as course schedules and syllabi, in accordance with program and university policies and procedures;
  • Supervise and train student employees by assigning routine clerical tasks and reviewing the work upon completion;
  • Provide assistance to students with regards to course registration questions, change of major forms and change of grade forms, assigning students to faculty advisors; maintain an active list of faculty advisors;
  • Assist with advertising and public relations for the Program, including maintaining website and social media presence and advertising (e.g. Facebook, Twitter, TCCS blog on Wordpress);
  • Assist with admissions and recruitment for the program, duties include maintaining outreach database; preparing reports; overseeing recruitment mailing; and interacting with students, applicants and prospective applicants;
  • Assist with student orientation/graduation activities and planning;
  • Assist with coordination of partnerships with community organizations for student capstone projects and internships, including preparing and tracking Memorandums of Understanding (MOUs) with community organizations and evaluations; assist in the creation of MOUs for faculty teaching across programs, as well as for program and departmental partnerships;
  • Conduct student instructional evaluations for the programs where needed; prepare and distribute evaluations each semester; retrieve all evaluations, document findings and distribute to faculty upon direction of the Program Directors; organize and maintain all evaluations;
  • Serve as Program liaison for TCCS and Human Services, for efforts with other internal and external departments and customers, as well as faculty and students, to exchange information, resolve problems and/or facilitate progress of program initiatives, functions, and activities;
  • Perform other duties as assigned.
  • Qualifications:

    At least two years, or equivalent part-time, experience in office management, office administration, business administration or business management is required.

    Preferred Qualifications:

  • Knowledge of or experience with PeopleSoft HR and Finance, as well as Student Information software (WISER) is preferred.
  • Knowledge, Skills and Abilities:

  • Knowledge of standard office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation;
  • Knowledge of software applications, including office software and database management;
  • Knowledge of and ability to search the internet and create e-mail and distribution lists;
  • Knowledge of and facility with social media platforms and website maintenance;
  • Knowledge of and facility with cloud storage and shared office platforms (e.g. google docs, OneDrive);
  • Knowledge of the types and applications of standard office filing systems;
  • Ability to understand and apply the laws, rules, policies and procedures governing the assigned unit activities;
  • Ability to follow guidelines and procedures, as well as written and oral instructions;
  • Ability to communicate effectively both orally and in writing;
  • Ability to give written and oral instructions in a precise, understandable manner;
  • Ability to exercise discretion in handling confidential information;
  • Ability to prioritize tasks, multi-task, and respect deadlines;
  • Ability to exercise sound judgment;
  • Strong interpersonal and organizational skills;
  • Strong attention to detail;
  • Strong commitment to customer service.
  • Application Instructions:

    Please apply online with your resume, cover letter and list of three professional work references.

    Review of candidates will begin following the application closing date of May 20, 2019.

    Bi-Weekly Salary: $1,706.13

    Applications close: 27 May 2019 Eastern Daylight Time

     

     

     

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    Job No:
    Posted: 5/11/2019
    Application Due: 5/27/2019
    Work Type:
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