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Administrative Specialist

Employer: University of Massachusetts Boston
Location: UMass Boston

Administrative Jobs: Institutional & Business Affairs, Clerical & Administrative Support
Employment Type: Full Time
Institution Type: Four-Year Institution

Job Details
Organization

Job Details

Job no: 514298
Position Type: Staff Full Time
Campus: UMass Boston
Department: Chancellor's Office
Pay Grade: 17
Date opened: 27 Oct 2022 Eastern Daylight Time
Applications close:

General Summary:

The Administrative Specialist primarily supports the Chief of Staff in all duties as they relate to the administrative functions of the Chancellor’s Office. The Administrative Specialist will also serve as the first point of contact for the Office and will greet, direct, and/or provide assistance to both internal and external customers; receive and direct internal and external inquiries and when necessary, field inquiries to appropriate staff persons. Responsible for receiving, sorting and distributing mail; preparing selected correspondence; and proofreading and typing documents. Also responsible for tracking correspondence in and out of the Office generally.

Examples of Duties:

Supports business operations, including but not limited to, assisting with inventory tracking and ordering supplies for the Office, preparing monthly budget reports, preparing materials for an annual audit, processing purchasing card expenses, & providing logistical support in setting up trainings.

Maintains the reception area and conference rooms; assists with the preparation of events and meetings which may include mailings, reserving meeting space, RSVPs, ordering food service, parking arrangements, and room setup.

Initiates purchase orders, creates contracts, follows up on process until receipt of goods and handle processing of payments to vendors.

Provides administrative support as relevant/necessary in the Chancellor’s Office, including:

Supporting the Chief of Staff’s scheduling needs for meetings that do not involve the Chancellor.

Assisting the Chief of Staff with communications coming out of the Chancellor’s Office (such as annual reports or letters, diversity reports, quarterly reports to the Board of Trustees, etc.).

Helping the Chief of Staff with meeting follow-up as necessary.

Provides administrative support to the Deputy Chancellor as needed and in consultation with the Chief of Staff.

Assisting the Executive Assistant in maintaining the Chancellor’s calendar and scheduled meetings

Assist in monitoring and analyzing spending and providing support in preparing budget/spending reports for the Chancellor.

Aiding the Executive Assistant in coordinating correspondence for the Chancellor

Participates in regular staff meetings chaired by the Chief of Staff, and takes notes as appropriate on follow-up items.

Qualifications:

Bachelor’s degree and at least three years of administrative experience. Strong verbal and written communication skills, excellent organizational skills, proficient in Microsoft Office. Strong interpersonal skills necessary to effectively relate with diverse constituencies. Ability to exercise good judgment in a variety of situations. Ability to work under pressure at times and to handle a wide variety of activities and confidential matters with tact, discretion, and diplomacy.

Application Instructions:

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

Review of candidates will begin following the application closing date.

Salary Range: Commensurate with experience

This is a non-union exempt position.

All official salary offers must be approved by Human Resources.

UMass Boston requires all employees to be vaccinated against COVID-19 and to confirm proof of their vaccination status including booster. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons. Regardless of vaccination status, you must wear a face covering in public indoor spaces on campus.

Applications close:

Organization

Working at University of Massachusetts Boston

The University of Massachusetts Boston is nationally recognized as a model of excellence for urban public universities. The scenic waterfront campus is located next to the John F. Kennedy Library, with easy access to downtown Boston.

The second-largest campus in the UMass system, UMass Boston combines a small-college experience with the vast resources of a major research university. With a 16:1 student-to-faculty ratio, students easily interact with professors because most teaching occurs in small class sizes. Ninety-three percent of full-time faculty hold the highest degree in their fields.

UMass Boston’s academic excellence is reflected by a growing student body of nearly 16,000 undergraduate and graduate students. The university’s eight colleges offer more than 100 undergraduate programs and 50 graduate programs. The University Honors Program serves 300 students who thrive on intellectual challenge. Enriched courses probe more deeply into theory or venture further into application.

UMass Boston’s diverse student body provides a global context for student learning, and its location in a major U.S. city provides connections to employers in industries such as finance, health care, technology, service, and education, offering students opportunities to gain valuable in-school experience via internships, clinicals, and other career-related placements.

More than 100 student organizations — including clubs, literary magazines, newspaper, radio station, art gallery, and 16 NCAA Division III sports teams — offer a rich campus life. Students live throughout Greater Boston and in apartment communities just steps from the campus, and enjoy the rich amenities, cultural attractions, and educational opportunities that make the city the biggest and best college town in the nation.

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