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Administrative Assistant

Job description

Job no: 508730
Position type: Staff Part Time
Campus: UMass President's Office
Campus Location: Beacon Street-Boston
Department: Academic Affairs
Categories: Administrative & Office Support
Advertised: Jun 07 2021 Eastern Daylight Time
Applications close: Jun 21 2021 Eastern Daylight Time

Job Summary:

Assist the Senior Executive Associate in all administrative and operational aspects of work performed for the department maintaining the utmost customer service. The goal of this position is to support the department staff in order that they can reach their goals fortifying the mission of the university. This includes:

  • Assist with special events, meetings and conferences
  • Assist with departmental purchasing
  • General recordkeeping responsibilities, ensuring that all departmental records are maintained in compliance with Board of Trustees policy
  • Liaise with departments in the Office of the President

Essential Functions:

  • Continuously update and maintain department communication lists
  • Assist with large mailings, electronic and hard copy
  • Prepare necessary materials for three prize competitions for campus contacts, applicants and judges
  • Assist with the Office of Technology Commercialization and Ventures including continuous tracking of revenue and monthly reconciliation with the President’s Office Treasury and campus tech transfer offices.
  • Assist with purchasing including initiating purchase orders on BuyWays and making smaller purchases with ProCard, follow up on process until receipt of goods and services
  • Communicate departmental website updates to the President’s Office Communications Department
  • Track memberships/subscriptions
  • Process travel including expense reports through to reimbursement
  • Answer phones for the Department and direct all incoming calls to the appropriate party
  • Update asset management sheet annually
  • Assist in updating departmental standard operating procedures
  • Support special projects

Other Functions:

  • Perform other duties as assigned

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience):

  • Associate’s degree or equivalent combination of education and experience
  • Three to five years progressively responsible experience in an office
  • Demonstrated ability to maintain relationships with a wide variety of constituents
  • Experience providing administrative support within a complex team environment
  • Excellent organization and attention to details
  • Ability to act independently but also work as a team player
  • Ability to handle a number of projects and complete in a timely and professional manner
  • Sound judgment, sense of discretion and a proactive approach to problem solving
  • Excellent computer skills (Microsoft Word, Excel, PowerPoint, web searches)
  • Demonstrate verbal and written skills.
  • Able to work independently and perform assigned responsibilities
  • Prioritize work and make decisions regarding procedures and operations
  • Follow complex oral and written instructions
  • Interact cooperatively with a wide range of people in a variety of roles and positions
  • Work with minimum supervision and show initiative

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience):

  • Bachelor’s degree

Working Conditions:

  • Typical Office environment

Additional Details:

Salary up to $32,500.

Part time, 20 hours weekly. Flexible schedule.




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Job No:
Posted: 6/9/2021
Application Due: 6/21/2021
Work Type: Full Time