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Administrative Assistant I

Employer
University of Massachusetts Dartmouth
Location
North Dartmouth, MA

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Job Details

Administrative Assistant I

Job no: 501033
Work type: Staff Full Time
Categories: Administrative & Office Support

General Summary of Position: Responsible for coordination of all graduation related duties and activities for the University Registrar Office. Review and analyze documents pertaining to graduation and record testimony of completion of degree requirements. Review and analyze graduation data and disseminate information to appropriate departments throughout the University. Maintain considerable knowledge of academic policies and interpretation of academic regulations in order 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 workflow pertaining to graduation.

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 all the student population.

SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction):

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

DIRECT REPORTING STAFF-N/A

THEIR STAFF- N/A

May supervise student employees.

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 chairperson, deans, and department staff in order to effectively direct and guide students through the degree certification and graduation process.
  • Manage and organize the entire process of reviewing graduation applications; assessing each individual student transcript, GPA and earned credits with the requirements of the students major; identifying potential issues and effectively communicating 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 pertaining to 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 in order to review, accurately analyze and process degree certifications as it pertains to each specific program of study.
  • Review and analyze data in order to respond to informational requests for potential graduates; make recommendations and take required action affecting graduation and commencement participation.
  • Produce regular and ad hoc query-based reports regarding graduating students for Registrar’s Office, departments involved in the graduation/commencement process and all academic departments.
  • 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, proofing and distributing diplomas for conferred students throughout the academic year.
  • Develop and maintain, in coordination with supervisors and university departments, all deadlines, procedural processes and website updates pertaining to graduation including but not limited to coordination of efforts with academic departments to ensure timely processes throughout the academic year.
  • Participate as an active 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.
  • Answer telephones and handle walk-ins regarding general registration or student specific inquiries.
  • Assist as needed with student course add/drop transactions adhering to university policies and procedures such as pre-requisites, co-requisites, service indicator holds, etc.
  • Prepare correspondence and spreadsheets using MS Word, MS Excel, Publisher and Adobe.
  • Develop and maintain familiarity with the required National Student Clearinghouse degree verify process as well as assist staff with troubleshooting errors and/or omissions.
  • Assist with other relevant duties as assigned in order to complete department requirements and to provide good customer service.

Minimum Qualifications (Required): 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 found at: http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp#C

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, 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 in accordance with established procedures.
  • Ability to determine 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.

Additional Information:

Department: University Registrar

No. of Positions-1

Internal/External-X

State Funded-X

Weekly Salary: $853.05

Hours: Monday-Friday, 8:00 a.m.-4:00 p.m.

Grade: -15

Union: AFSCME

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 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.

Special Instructions to Applicants:

To apply please submit a letter of interest, current resume and the contact information for three professional references.

The deadline for INTERNAL applicants is July 25, 2019.

The deadline for EXTERNAL applicants is July 29, 2019.

Advertised: 16 Jul 2019 Eastern Daylight Time
Applications close: 29 Jul 2019 Eastern Daylight Time

Organization

Located on the Massachusetts south coast, only a short drive from Cape Cod, Providence and Boston, the University of Massachusetts Dartmouth has been ranked among the top northern public universities by U.S. News and World Report. The quality of life on the south coast of Massachusetts is rich with cultural attractions, beautifully preserved and restored historic districts, museums, live theatre and an excellent educational system. Recreational opportunities include boating, beaches, rivers, golf courses, camping grounds, beautiful state parks, waterfront parks and a new zoo.

UMass Dartmouth offers a broad range of baccalaureate and graduate degrees vital to the economic, social and cultural wellbeing of the region. It has an enrollment of over 9,200 students in over 40 undergraduate and 36 graduate programs (including 11 at the Ph.D. level) offered by the College of Arts and Sciences, the Charlton College of Business, the College of Engineering, the College of Nursing, the College of Visual and Performing Arts and the School for Marine Science and Technology. The main campus was designed by the eminent architect Paul Rudolf and is located on 710 acres in North Dartmouth. Other university sites include theCenter for Marine Science and Technology on the waterfront in New Bedford, the Advanced Technology and Manufacturing Center in Fall River and the Star Store Center for the Arts in New Bedford. 

While retaining its commitment to excellence in undergraduate education, UMass Dartmouth has increased dramatically its research and outreach activities during the past ten years. R&D spending has increased in the last five years from $20.1 million to $25.6 million and the university has established centers in Policy Studies, Portuguese Studies & Culture, Business Research, Marine Science &Technology and Indic Studies to significantly expand its research and public service activities in ways that meet regional needs but have global impact.

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