Administrative Assistant I
Job no: 507327
Work type: Staff Full Time
Categories: Administrative & Office Support
General Summary of Position: Provide administrative assistance in all aspects of the admissions and recruitment processes for the Law Admissions Office.
SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction):
Law School Assistant Dean of Admissions
DIRECT REPORTING STAFF- THEIR STAFF- N/A
Non-work study students.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
- Processes law admission applications and performs all tasks necessary for applications to be compiled, evaluated and the decisions to be rendered and communicated to the applicants.
- Performs various clerical and administrative duties for the Law Admissions Office including screening and directing all incoming calls, taking messages, placing outbound telephone calls, accepting and processing internal and external mail and packages (inbound and outbound), typing correspondence and related administrative paperwork and reports, creating and maintaining files, gathering information and preparing reports, providing back-up support, responding to requests for information.
- Assists in updating the admissions web pages, admission letter templates, and marketing materials
- Serves as a liaison to potential students, including campus visits, emails, telephone contacts, etc., as well as to outside constituents such as LSAC.
- Runs reports in excel, ACES’s and other data gathering programs.
- Executes mailings including those through the LSAC Candidate Referral Services.
- Works cooperatively with all Law School student support departments, the Office of Graduate Studies, and other University departments as needed.
- Assists with all aspects of student matriculation.
- Supervises student help and train staff as required.
- Greets visitors and provides campus tours.
- Assist with admission and recruitment events. Must be familiar with 25Live.
- Responsible for making travel arrangements for professional staff.
- Maintains inventory and orders admissions/recruitment literature and office supplies.
- Monitors applicant files for completeness and provides follow-up communications.
- Maintains compliance with immigration requirements and procedures in processing international student applications.
- Maintain all applications and supporting documentation in LSAC’s ACES database and PeopleSoft, as required.
- Attend Recruiting and Admissions core team meetings (Shrewsbury, MA).
- Prepares and submits expense reports and purchase orders. Utilizes Pro-Card to make routine purchases, maintain records and perform monthly reconciliations.
- Manages and tracks/reports actual expenses versus budget for Law Admissions Office.
- Performs 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, contract administration or program management, or (B) any equivalent combination the required experience and the substitutions from the Massachusetts State Classification Specifications.
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: Office of the Dean, Law School
No. of Positions-1
Weekly Salary: $870.12*
*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, 9:00am-5:00pm
QUALIFICATIONS ACQUIRED ON JOB (List knowledge’s, 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 procedures governing the purchasing and requisitioning of supplies and equipment.
- Knowledge of state accounting and budgetary procedures including terminology.
- Ability to record actions and prepare minutes of academic meetings.
- Knowledge of university and graduate school requirements, regulations, and processes.
- Ability to refer inquiries to other offices.
- Knowledge of immigration requirements, regulations and processes.
- PeopleSoft admissions module database, data entry, student information look-up and data extraction.
- Ability to compile tabular data and prepare summary reports.
- Knowledge of a variety of computer software and spreadsheets (Microsoft Word, Excel and Power Point).
- Knowledge of data gathering programs (notably COGNOS, SUMMIT and ACES).
- Knowledge of virtual meeting platforms (Zoom and Microsoft Teams).
- Ability to maintain continuous attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
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 March 4, 2021
The deadline for EXTERNAL applicants is March 8, 2021
Advertised: 22 Feb 2021 Eastern Standard Time
Applications close: 08 Mar 2021 Eastern Standard Time