Job no: 507394
Position Type: Staff Full Time
Campus: UMass Boston
Department: Graduate Studies & Admissions
Pay Grade: 17
Date opened: 05 Mar 2021 Eastern Standard Time
Applications close: 15 Mar 2021 Eastern Daylight Time

General Summary:

The Administrative Assistant II will aid in providing high-level administrative support for the office, with a focus on serving as the point of contact for incoming inquiries from Graduate Program Directors (GPDs), staff, applicants, and prospective students. In this capacity the incumbent will also be responsible for oversight and scheduling of student workers, coordinating assignments, ensuring front desk coverage, and overall efficiency and professionalism of the front desk operations. The incumbent will need to be customer-service oriented, work well under pressure, and be able to multitask in a high-pressure office with great attention to detail and professionalism.

Examples of Duties:

• Assist the office with a primary focus on fielding incoming inquiries directly from our GPDs, program staff, applicants, and prospective students regarding application statuses as well as inquiries resulting from targeted outreach.
• Train supervise and schedule student workers in conjunction with admissions evaluators.
• Ensure student workers are attending to graduate.admissions@umb.edu inbox. Must ensure inbox is managed daily and responses or redirects are timely (within 24 hours) and appropriate, which may include personally responding to emails as well as workload demands.
• Escalate GPD and program staff issues/inquiries to appropriate admissions evaluator when appropriate.
• Assist the with updating and maintaining OGS website content.
• As needed assist in coordinating, scheduling, and staffing special events (e.g. commencement, doctoral hooding, accelerated master’s lunch, call campaigns, recruitment events, student and GPD orientation sessions, etc.).
• Assist and with the collection, review, and completion of graduate assistantship pre-employment paperwork.
• Serve as backup for student workers for front desk coverage when needed, and
• Perform other duties as assigned.

Qualifications:

• The incumbent must have at least two years, or equivalent part-time, experience in office management and office administration, preferably in an academic setting
• Ability to deal effectively with a wide range of constituencies including students, peers, and faculty.
• Knowledge of various software applications, including Microsoft Office and PeopleSoft.
• Ability to understand, explain and apply the laws, rules regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.
• Ability to interpret university and state policies, regulations, guidelines, and procedures for applicants
• Ability to analyze and determine the applicability of data, draw conclusions and to make appropriate recommendations.
• 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 and determine the proper format and procedures for assembling items of information.
• Ability to exercise good organizational and accurate and detailed record keeping.
• Ability to maintain confidential matters and respond to written, telephone and direct walk-in inquiries concerning information within the department.
• Strong communication and interpersonal skills.
• Strong commitment to customer service.

Application Instructions:

Please apply online with your resume, cover letter and list of three professional work references.

Review of candidates will begin following the application closing date.

Hourly Rate: $27.66

Applications close: 15 Mar 2021 Eastern Daylight Time