Administrative Assistant I - Online & Continuing Education-INTERNAL AFSCME MEMBERS
Job no: 503926
Work type: Staff Full Time
Categories: Administrative & Office Support
General Summary of Position:
Serves as the department liaison dealing with all aspects of admissions and student records for the online and continuing education graduate population. The primary liaison with the Graduate Studies, Financial Aid and Registrar’s office for UE online programs. Maintain the internal database for UE application data, statistics and planning. Serve as the UE liaison with the Document Imaging and Peoplesoft staff in Shrewsbury regarding student records, admissions and student correspondence. Perform all functions of the admissions process according to standard, established procedures. The work performed in this position involves a substantial degree of decision making, accountability, and excellent computer skills. Providing excellent customer service as a primary goal. Required to travel to other University locations for meetings, training, or other program related activities.
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 Assistant Director and work assignments from the Administrative Assistant II.
DIRECT REPORTING STAFF- THEIR STAFF- N/A
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
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 include one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions from the Massachusetts State Classification Specifications found at: http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp#C
- 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: Online and Continuing Education
No. of Positions-1
Salary: $45,245.98 - $63,589.24
(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: 9:00 a.m.-5:00 p.m.
QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities):
- Knowledge of the laws, rules, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
- Knowledge of types and uses of agency forms.
- Knowledge of 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.
- 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 November 30, 2020.
Advertised: 18 Nov 2020 Eastern Standard Time
Applications close: 30 Nov 2020 Eastern Standard Time