Administrative Assistant I (44 weeks)
Administrative Assistant I (44 weeks)
Job no: 501634
Work type: Staff Full Time
Categories: Administrative & Office Support
General Summary of Position: The Administrative Assistant will primarily be responsible for the day-to-day management of the office and projects. This work entails supervising student staff, processing purchase requisitions, processing contracts through Human Resources or Purchasing for part-time personnel, formatting and editing papers for publication, creating publications, brochures and databases, keeping bibliographic reference files, setting up conferences both on and off-campus, managing the website, and general office duties such as answering phones, copying, faxing, etc. The Administrative Assistant will work with the Director in administering OFD grants, teaching and other awards to include application process, processing of compensation, and monitoring expenditures.
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.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
- Works with the Director in administering grants and subcontracts by contacting vendors for price quotes, soliciting bids when appropriate, using the PeopleSoft reporting system to process purchase requisitions online, verification of shipments, processing invoices from subcontractors, processing short form contracts for services, and processing travel reimbursements for employee and non-employee travel to ensure that acquisitions, payments to subcontractors and travel reimbursements are complete in a timely fashion, and that these transactions are in accordance Federal, State, and university guidelines. Utilizes spreadsheet software for budget management and expense tracking; participates in budget discussions.
- Performs final edits, formatting and preparing work on publications utilizing computer-based word processing and graphic software to perform spell-checking, create and place digital color images and graphics, create a bibliography and table of contents, and posting electronic versions, as required, on WWW sites, maintaining bibliographic files, updating and developing OFD website or websites, conducting online bibliographic and other project-information searches to ensure that a rapid flow of accurate information reaches OFD personnel.
- Uses state-of-the-art software for word-processing and mail merging features to create form letters, brochures and newsletters using tables, multicolumn layouts and graphics, creates and maintains a variety of databases including multiple mailing lists. Takes notes and summarizes information from meetings, organizes information into reports/minutes/articles for dissemination to constituencies.
- Uses internet resources and software for email and keeps current with the latest resources and software for university email and web access.
- Develops and maintains OFD resource library lending procedures and oversees lending activities.
- Recruits, screens and hires student office workers, sets work schedules, makes assignments and processes student timesheets through the offices of Student Employment and Student Payroll to ensure a smooth work flow, that tasks are on schedule, deadlines are met, and students are compensated for their efforts.
- Organizes and manages day-to-day operations of the office including maintenance of electronic and manual filing systems, controlling work flow, insuring that tasks are on schedule and that deadlines are met, and that compensation is processed correctly in a timely fashion.
- Composes letters and reviews documents for completeness, content and compliance with regulatory and legal standards as well as formatting and editing papers for publications, assisting the Director in administering grants and subcontracts.
- Assists Director in maintaining liaisons with faculty to exchange information, resolve problems, obtain and communicate information, and coordinate online and offline communication.
- Performs logistical tasks for both on-campus and off-campus events and conferences including contacting presenters and attendees, travel arrangements, scheduling facilities, securing catering services, technical equipment arrangements, publicizing, etc., at the direction of the Director.
- Regularly updates schedule of events on OFD website and sends out weekly emails to the OFD listserve.
- Summarizes assessment data from semester events in easy-to-read format and posts data on website; creates, prints and distributes semester event calendars.
- Performs other duties as assigned such as gathering documents for presentation, copying material as required, answering telephones, fielding phone and mail inquiries and exercising judgment in responding to them, taking messages, handling confidential information as determined by the Director, faxing information, etc.
- Attends University sponsored workshops to keep current with latest developments in software and University reporting systems needed to perform duties outlined above.
- Performs other related duties as assigned.
Minimum Qualifications (Required):
Must have at least two years full-time or equivalent part-time experience in office management, office administration, business administration or business management, work simplification, grants management, contract administration or program management or any equivalent combination of substitutions as listed on the state job classification http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp
- Knowledge of the principles and practices of office management. Knowledge of the methods of general reporting 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, specification, 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.
- Ability to use web technologies comfortably and to learn new technologies.
Department: Office of Faculty Development
No. of Positions-1
Weekly Salary: $736.25
Hours: Monday - Friday, 9:00am – 5:00pm*
*Time off period: June 1-July 31
Supervision Received: (Name and title of person from whom incumbent receives direction)
Reports directly to the Director of the Office of Faculty Development (OFD) for general supervision. The Director provides instruction as required and procedural and policy guidance, assigns work and reviews performance through conferences and reports for effectiveness and compliance with laws, rules and regulations.
- Knowledge of the University policies and procedures for processing business actions and the various systems in use such as the PeopleSoft reporting system, the University hiring practices and the purchasing online system.
- Enhanced skills in working with the various software packages currently in use and ability to adapt to using new packages.
- Enhanced skill with the WWW and web browsers (Netscape, Internet Explorer). Skill using the above software systems in fluent combination.
Direct Reporting Staff:
Exercises direct supervision, assigns work to and reviews performance over secretarial help, Work-Study and non-Work- Study student office assistants and graduate assistants.
Demonstration of knowledge, skills and abilities required at interview.
Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship not available.
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 August 26, 2019
The deadline for EXTERNAL applicants is September 6, 2019
Advertised: 15 Aug 2019 Eastern Daylight Time
Applications close: 06 Sep 2019 Eastern Daylight Time