Specialized Administrative Assistant
Job no: 507012
Work type: Staff Full Time
Categories: Administrative & Office Support
General Summary of Position:
Serves as a confidential resource and strategic partner to the Vice Chancellor for Student Affairs managing personnel records, budget transactions and student information and files in accordance with federal and state laws and University policies. Coordinates schedule of Vice Chancellor, schedules committee and task force meetings, and manages all activity related to the efficient operation of the Office of Student Affairs and the Division of Student Affairs. Responds to emergency and crisis situations, convening the University's Crisis Management Team, as requested, and maintains confidential records pertaining to Student Leave of Absence requests, Medical Leaves, Withdrawals and Community Standard/Title IX appeals. Serves on the Student Affairs Deans and Directors and Leadership teams. Monitors all expenditures of Student Affairs budgets and departmental budgets as requested. Coordinates the Student Emergency Fund and the MacLean Student Fund processes in close concert with Financial Aid Services and the Bursar's Office. Provides case management support for students in financial need and other crises and helps coordinate Division and University wide case management processes associated with pandemic response, natural disasters, and overall retention efforts. Helps coordinate division head retreats, and divisional events at the start, middle and end of the year. Responsible for Student Affairs website changes and upkeep. Creates twice weekly student newsletter (ICYMI - In Case You Missed It) which is sent out on Sunday and Wednesday evenings to promote upcoming on and off-campus programs and events. Manages and directs special projects as required by the Vice Chancellor.
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):
Receive direct supervision from the Vice Chancellor for Student Affairs
DIRECT REPORTING STAFF-
Coordinate assignments with office support staff for student care and advocacy, community standards and religious and spiritual life, and the AVC/Dean for Student Affairs. Oversee and coordinate activities of office staff. Supervise work-study and non-work study student employees.
THEIR STAFF- N/A
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
• Performs and monitors administrative activities for the Office of the Vice Chancellor for Student Affairs, such as the following: organizes and schedules large and small groups' meetings with staff within the division of student affairs, the greater UMassD community, as well as external organizations, individual students or student groups, families, board members and task forces, etc.
• Collects and organizes strategic planning materials from all Student Affairs' Departments/areas; receives visitors and phone calls and responds to student, parent, and faculty questions, concerns and complaints with appropriate information and referral and with confidentiality: disseminates University and Division information to Student Affairs staff.
• Responds to emergency and crisis situations and informs appropriate University officials and/or others, including external agencies, as required.
• Compiles, edits, monitors and distributes budgets (CSF, Trust, GPTF, SFAC, etc.) for the Vice Chancellor's Office and Student Affairs' Departments/areas.
• Prepares recommendations for the Vice Chancellor's approval.
• Processes and monitors all expenditures for VC's Office utilizing Peoplesoft, COIN, Symplicity, Pro Card and maintains associated records.
• Meets with students who intend to leave the University to conduct interview and process paperwork and with students who have requested emergency financial assistance, submits requests for approval from Financial Aid and VCSA and communicates outcome back to students in a timely fashion.
• Serves as initial responder for communications with the UMass System's President's Office, University Counsel, vendors, alumni, and federal officials who need to make reference checks for employment purposes.
• Coordinates Division of Student Affairs' programs and events (Random Acts of Kindness Week, Division training and development activities, staff recognition and holiday event, kick off events for each semester, etc).
• Manages all activity as it relates to the efficient office operation of the Vice Chancellor's Office.
• Arranges grievance hearings at the Vice Chancellor's level for employees in the various bargaining units including AFSCME, IBPO, AFT Maintainers and ESU; prepares and forwards decisions made at the Vice Chancellor's level to appropriate parties.
• Coordinates the planning and implementation of programs and events which promote co-curricular activities and improve the quality of student life.
• Coordinates activities of Student Affairs' task forces and committees.
• Maintains confidential files of both staff and student records.
• Researches information on equipment and supply purchases for the office.
• Process and maintain Student Emergency Fund, and MacLean applications and budgets.
• Coordinates travel plans and processes travel documents for the Vice Chancellor and various staff and students.
• Instructs staff on new or revised procedures.
• Trains and supervises clerical and student employees.
• Composes and edits correspondence for/to staff, students, families, external organizations, etc. via use of regular and electronic mail.
• Schedules Student Affairs Leadership Team, Deans and Directors and Division staff meetings, sends timely call for agenda items for meetings, takes notes from meetings and disseminates action items from each meeting to involved parties.
• Organizes Student Affairs Division kick-off events and professional development opportunities/training workshops.
• Prepares weekly time and attendance reports for various Student Affairs departments.
• Acts as liaison between the Vice Chancellor's office and student leaders/organizations, the Chancellor's office, and other offices or departments, internal and external to UMassD as required;
• Responds to inquiries, requests for documents and provides assistance where needed.
• Compiles data and collects documentation from Student Affairs departments/areas relative to assessments, NECHE re-accreditation, the Division of Student Affairs Strategic Plan, Administration and Finance reports.
• Prepares materials and agendas for meetings with the Chancellor, Vice Chancellors, other administrative staff, committees, students and student groups, families, external parties, etc.
• Composes responses to general requests and inquires as they pertain to the Division of Student Affairs and the University through referrals, phone calls, visits, written correspondence, etc.
• Process student leave and withdrawal forms.
• Maintain Student Affairs website and on-line catalog.
• Prepare surveys; analyze data and create executive summaries from national and locally conducted student surveys.
• Performs other administrative duties as assigned.
Minimum Qualifications (Required):
Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below:
* Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: No substitutions will be permitted for the required (B) experience.
- Knowledge of the methods used in the preparation of charts, graphs and tables.
- Knowledge of the methods of general report writing.
- Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
- Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
- Ability to gather information by examining records and documents and by questioning individuals.
- 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 maintain accurate records.
- Ability to prepare and use charts, graphs and tables.
- Ability to prepare general reports.
- Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
- Ability to follow written and oral instructions.
- Ability to give written and oral instructions in a precise, understandable manner.
- Ability to communicate effectively in oral expression.
- Ability to establish rapport with others.
- Ability to establish and maintain harmonious working relationships with others.
- Ability to deal tactfully with others.
- Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
- 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: Vice Chancellor Student Affairs
No. of Positions-1
Salary: $55,732.56 - $79,194.18*
(*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, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
- Knowledge of the organizational structure and functions of the assigned agency.
- Knowledge of the proper procedures for making and receiving agency telephone 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 practices.
- 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.
REMARKS: High level of confidentiality required. Ability to adjust to immediate changes to priorities and to work independently and collegially a must.
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 January 25, 2021.
Advertised: 13 Jan 2021 Eastern Standard Time
Applications close: 25 Jan 2021 Eastern Standard Time