Administrative Assistant I-International Student & Scholar Center -INTERNAL AFSCME MEMBERS
Administrative Assistant I-International Student & Scholar Center -INTERNAL AFSCME MEMBERS
Job no: 505829
Work type: Staff Full Time
Categories: Administrative & Office Support
***48 week assignment (2 weeks off in December & 2 weeks off in July)***
General Summary of Position: Provide administrative support to the Director and the International Student & Scholar Center (ISSC) in connection with all the activities of the Department. Act as a liaison between the ISSC and the various federal and state government offices such as but not limited to the Social Security Administration, US Customs and Border Protection and the Registry of Motor Vehicles. Responsible for data entry, report generation and report analysis using various databases and software utilized for Center operations and regulatory compliance including but not limited to the federal SEVIS database, Sunapsis, and Peoplesoft modules. Create, monitor and maintain records and fiscal activities for the Center as requested by Director. This individual will be the first point of contact for the ISSC, and is expected to provide overall workflow management. This position requires complex organizational skills including problem solving, decision-making, management and analytical skills. Strict confidentiality is required. Implement all event operations, including but not limited to orientations, workshops, and events.
SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction):
Associate Director International Student & Scholar Center. May take functional supervision from Administrative Assistant II.
DIRECT REPORTING STAFF- THEIR STAFF- N/A
Graduate Assistants and other student employees
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
- Learn and maintain a basic understanding of the regulatory requirements and issues especially F & J visas types and the business practices of the ISSC.
- Process and prepare documents and files for F & J visa individuals in preparation for input to the SEVIS database. Maintain electronic records of individuals and groups in anticipation of required reports, and regulatory compliance.
- Provide detailed and in-depth support in the activities related to the J visa individuals and the functions/activities and programs that support them, including but not limited to honorific appointments, post docs, exchange and student interns, and Fulbright scholars.
- Assist other Designated School Officials (DSO) such as by inputing data to SEVIS, Sunapsis, Peoplesoft and other software utilized for all the operations of the ISSC and specifically fulfilling regulatory compliance requirements as directed. Generate and analyze reports, as needed, from these databases and others. Participate in the maintenance of federally mandated records.
- Implement all the event operations of sponsored ISSC events including but not limited to all activities for Orientation events. Coordinate room set up, order technology and food using the required software. Purchase all equipment, materials and supplies as directed for all events. Coordinate reservations and implement registration of attendees. Direct the activities of student staff assisting with the implementation and operation of the events.
- Prepare and disseminate requests for information from initial inquiries through to pre-arrival, Orientation, travel and visa renewals, departures and post degree activities. Maintain the group email list for international students and the separate email list for international scholars.
- Participate actively with Director and other staff in the creation, implementation and improvement of all the business practices of the ISSC as they pertain to this position and the other functions of the Center. Assist with updates to the ISSC web site and other electronic forms of communication. Maintain an annual Center calendar and schedule appointments for the Director and/or designee, if needed.
- Welcome and greet visitors, process all incoming telephone calls and email for the ISSC and when appropriate and/or assigned, compose and send emails as a representative of the Center. Operate office computers and other equipment including but not limited to printers, copiers, fax, shredders, laminators etc. Prepare and process incoming and outgoing mail and packets for courier services.
- Provide daily supervision of hourly student staff, and Graduate Assistants. Approve student timesheets for payroll and prepare other related materials for building and active directory access for the Director. Coordinate student staff coverage for ISSC and in advance consult with Director to address any issues.
- Manage the inventory of supplies and equipment for Center, purchase supplies as needed, research and purchase equipment in consultation with the Director. Prepare purchase orders for approval by Director. Submit work orders as necessary. Track purchase dates of equipment, including but not limited to ISSC computers and make recommendations for equipment repair, refurbishment or replacement.
- Maintain all financial/fiscal activities and records for the ISSC including but not limited to ISSC accounts, procards, purchases, supply acquisition, etc. Prepare financial and budget reports as requested including event budgets. Prepare business expense forms; Travel Authorizations, Expense Reports, and all other required University documentation.
- Participate in professional development activities to learn, maintain and stay informed about the functions of the position including but not limited to regulatory sessions, updates, and system operations trainings.
- Perform other related duties as required.
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 which can be found at https://www.mass.edu/forfacstaff/classificationspecs/home.asp.
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.
Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship not available.
Department: International Student & Scholar Center
No. of Positions-1
Internal ONLY -X
Salary: $45,246 - $63,590 SALARY WILL BE PRORATED TO REFLECT SCHEDULE: 48 week assignment (2 weeks off in December & 2 weeks off in July)
Hours: 9:00 a.m.-5:00 p.m.
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 types and uses of agency forms.
- Knowledge of the proper telephone procedures for making and receiving agency calls.
- 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
- Knowledge of the laws, policies, procedures and guidelines of the department and general knowledge of medical laboratory science and related terminology, and correct scientific spelling and usage.
- Data manipulation for and interpersonal skills with local, state and federal legislators, their offices and some regulatory agencies.
- Knowledge of the types and uses of University forms and document production of a technical nature.
- Knowledge of the various equipment in use in the department.
- Knowledge of materials and supplies used in the department and the handling and storage of various chemical and biologic materials.
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 October 19, 2020.
Advertised: 08 Oct 2020 Eastern Daylight Time
Applications close: 19 Oct 2020 Eastern Daylight Time