Administrative Assistant I-Art & Design (CVPA) INTERNAL AFSCME MEMBERS
Job no: 506336
Work type: Staff Full Time
Categories: Administrative & Office Support
General Summary of Position:
Assist in managing the administrative tasks in the Star Store Campus. Serve as the Administrative liaison/facilitator working with numerous outside agencies. Supervises and manages clerical personnel and student employees. Acts as first point of contact for handling a variety of complex internal/external issues. Maintains all financial records for University Galleries, Star Store Office/Transportation, Graduate Program, and various Dean’s Office Accounts. Serves as budget monitor for the aforementioned accounts providing accurate financial information on an ongoing basis to provide input on operating deadlines, forecast spending and general operation. Provides budgetary and administrative support to the Dean’s Office. 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 students.
SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction): Works independently and under the direct supervision of the Assistant Dean.
DIRECT REPORTING STAFF-N/A THEIR STAFF- N/A
May supervise clerical personnel and student employees
- Responsible for all administrative duties relative to the daily operation of the Star Store Campus, which includes, but is not limited to, daily interaction with administrators, faculty, staff, , students, parents, vendors and the general public. Manage workflow of the Star Store Campus. Screen individuals requesting to see various staff and assisting and/or directing them as necessary. Serve as liaison with students to resolve academic issues including referrals to other department or administrative offices.
- Assist with monitoring Star Store Campus budgets and other funds as assigned, informing/providing accurate budget information to all Star Store Campus staff and personnel on a regular basis to provide input on forecasted spending, operating deadlines and the general operation of the Star Store Campus. Assist in managing the fiscal activities of CVPA and the Star Store Campus. Work directly with various inter-campus and academic departments, on campus. Analyze PeopleSoft Financial reports for all assigned accounts to verify accuracy of expenditures, process all purchase requisitions, track approvals and monitor them until they become purchase orders. Arrange for internal fund transfers and produce reports for all Star Store Campus staff and personnel. Prepare and submit deposit slips for funds acquired through the rental of rooms for events and gallery catalog sales. Collaborate with CVPA and non-CVPA departments (such as Chancellor’s office, Academic Affairs, and Alumni Office, among others) on special projects for allocation.
- Monitor Star Store Campus ProCards and other assigned ProCards, including reconciliation of expenditures with bank statements and receipts. Initiate inquiries to outside vendors relative to Star Store Campus procurements for quotes on supplies, equipment and services. Meet with vendors on behalf of the Star Store Campus. Obtain and process new vendor W9 and W8BEN Forms, when applicable. Maintain an inventory of office supplies with complete knowledge of ProCard and Buy Ways procurement, reconciliation and reallocation skills. Subject to audit.
- Provide administrative support to the Coordinator for Graduate Studies and Research, and Graduate Program Director, preparing for incoming and returning graduate students. Create, compile, and retrieve academic and/or demographic information from student files, Document Imaging, and/or PeopleSoft (COIN) compile data for reporting Graduate Assistants (GA), Studio Assistants (SA), and Teaching Assistants (TA) with stipend amounts, timeframe, scholarships, assignments, etc. for all Star Store MFA graduate departments. Prepare and submit GA, SA, and TA recommendation forms with accuracy, attaching job descriptions. Sets up meetings for Graduate Coordinator using Office 365. Prepares and submits third year memos to the appropriate departments. Submit and assist in preparation of orientation packets. Pre-register incoming MFA graduate and Post Baccalaureate Certification (PBC) students for the fall semester with the Registrar’s Office at the direction of the MFA Coordinator and Graduate Program Director.
- Provides budgetary and administrative support to the dean’s office
- Work with Graduate Student Senate (GSS) and Graduate Studies Office to facilitate forms and approvals of student grants that are provided to cover student travel expenses.
- Work with outside agencies/offices directly and indirectly such as Facility Vendors, Security, Cyclone Cleaners, Bristol Community College, Tremblay’s bus transportation, New Bedford Harbor Development, Chamber of Commerce, Downtown New Bedford Inc., Art History Architecture (AHA), New Bedford Art Museum, city municipalities, USPS, Fed Ex and other organizations.
- Provide other administrative assistance such as scheduling rooms for events. Serves as contact personnel for the LOOP and Foundation program transportation, providing information on scheduling, delays, complaints, lost merchandise and cancellations. Prepares and submits key request/return forms ensuring all forms are complete and signed by the Dean or designee.
- Assist and participate in recruitment searches for faculty positions. Maintain applicant data. Ensure accurate and complete files of candidates being. Prepare search and screen implementations including advertisement, budgeting, travel arrangements, attendance, interview agenda, reimbursements, and proof completed paperwork for further processing and approval. Initiate/complete all faculty hiring recommendation forms. Verification of the current faculty contract to ensure the correct pay rate.
- Assist University Gallery Director with the preparation, assembles, and selects the proper format for presentation of the annual SFAC (Student Fee Allocation Committee) account proposal/meeting.
- Assist with the new employee onboarding process. Answer questions regarding IT Service Center; telephone service; UMD directory; Access Management; keys; UMass Pass and parking.
- Assist with hiring and interviewing student employees. Electronically post student employment positions on the UMD web site, prepare, and complete the required paperwork. Train and supervise student workers by delegating, and monitoring work assignments.
- Provides functional supervision to assigned clerical personnel.
- Assign all MFA advisors to students. Enter/edit the finalized data into COIN, and manage the allocation process.
- Retrieve student transcript and other information from PeopleSoft/COIN as requested by the Chairperson, Graduate Program Directors (GPD’s), and faculty to assist with student advising/certification process for graduation. Prepare certification forms for the GPD’s/Chairperson to sign.
- Maintain all correspondence, including confidential personnel and student records. Maintain an accurate inventory record of departmental property and equipment for the Star Store Campus. including all Property Control allocation/disbursement forms that are subject to audit. Assign, maintain and enter user codes and email addresses into the networked Star Store Campus copying machines for individual authorized users.
- Enter and process travel authorizations and expense reports on behalf of Department faculty, Directors, staff, and students, working directly with Accounts Payable.
- Schedule meetings and reserve rooms for administrators, faculty, staff and students on behalf of the CVPA Chairpersons.
- Create and/or distribute Star Store Campus communications via hard copy, fax, email, COIN, UMD Announce, UMD Events Calendar in the way of confidential and/or broadcast messages to Star Store Campus MFA graduates, administrators, faculty, PTLs and the community at the request of the Dean, faculty, and staff. Serve as Star Store Campus tour guide.
- Perform timekeeper duties . Collect/monitor faculty, staff, graduate assistants and work study student attendance, and data enter time and exceptions into the HR PeopleSoft system. Approve and coordinate student workers' payable time and run monthly commitment reports in HR PeopleSoft System to track student’s allocated award.
- Attend UMD workshops instructed by CITS User Support Specialists to maintain professional job skills in order to facilitate assistance to faculty and students with various UMD computer software programs.
- Prepare student course evaluations for MFA courses on a bi-yearly basis. Maintain completed student course evaluations for faculty personnel evaluations.
- Perform other related duties as assigned.
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 below:
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. *
II. An Associate’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. *
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
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.
Department: Art & Design (CVPA)
No. of Positions-1
(Note: Salary shown is subject to decrease per the terms of the Memorandum of Agreement signed between the union and University administration on 9/24/2020. This decrease will be in effect for the period of 9/27/2020 - 7/2/2021, after which time the salary will be adjusted back to this full rate.)
Hours: Monday-Friday, 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 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 types and applications of standard office filing systems.
- Knowledge of the clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
- Skill in operating general office machines and equipment.
- Knowledge of the principle’s practices and techniques of supervision.
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 November 23, 2020.
Advertised: 11 Nov 2020 Eastern Standard Time
Applications close: 23 Nov 2020 Eastern Standard Time