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Administrative Assistant I - Admissions

Employer
University of Massachusetts Dartmouth
Location
North Dartmouth, MA

Job Details

Job no: 523042
Work type: Staff Full Time
Categories: Other Staff Positions, Administrative & Office Support

POSITION TITLE: Administrative Assistant I

AGENCY: University of Massachusetts Dartmouth

SALARY: 15

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Provide administrative support to the Director of Admissions. Serve as the primary contact person for Admissions: manage and process incoming/outgoing correspondence to prospective students and their families, providing information about the university's admission requirements, financial aid, and student life. Assist with maintaining student records. This work involves decision-making, accounting, and a working knowledge of business processes and systems. Input of multiple data points into the various University student database systems and monitoring of complex electronic filing systems. Provide excellent customer service as a primary goal. 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. This position sits in the welcome center.

SUPERVISION RECEIVED: Director of Admissions

DIRECT REPORTING STAFF: Student employees (up to 5)

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Serve as the primary contact person for Admissions: manage and process incoming calls, voice mail messages, mail, and email; Respond to inquiries from prospective students and their families, providing information about the university's admission requirements, financial aid, and student life. Participate in Live Chat as needed by answering questions for prospective students
• Update bio-demographic student information within systems and other related changes as needed for prospective students
• Assist the Admissions department staff with event planning and logistics, travel registry and expenses reports, reconciling Procard expenses and scheduling appointments
• Maintain the Welcome Center and main admissions office:, ensuring the spaces are organized, the visitor materials are up to date with current information, and office is ready for visitors on a daily basis. Create work orders with facilities when necessary
• Assist in scanning, electronic credentials received via independent 3rd party systems and ensure delivery to the operations or admissions counselor pertaining to prospective students
• Correspond with students, families, and/or high schools guidance counselors regarding application matters when applicable
• Communicate with representatives from other members of the campus community regarding admissions-related matters. Correspondence and interact frequently with other campus Admissions departments and other enrollment or student-facing departments. Create documentation of correspondences when appropriate
• Communicating with prospective students registered for campus tours, group tours, any on campus/off campus events or activities to ensure high attendance rate
• Provide assistance with application and enrollment process to perspective students
• Assist with the student ambassador program, updating training materials, coordinating schedules, and corresponding with students enrolled in the program
• Compile and analyze reports and data related to events and overall enrollment yield for the Director and admissions staff
• Assist with budget related tasks including but not limited to: entering PO’s, running reports and tracking expenses
• Assist in processing and monitoring inventory of materials, gifts and all related admissions requirements for the office, travel, events, etc. for prospective students
• Create, and process supply orders, purchase orders and/or payments for invoices within the appropriate system for all admissions departments
• Perform data cleanup throughout admission cycle for annual census reporting using provided reports and queries
• Mail materials, handling of decisions to prospective students and working with the mail room
• Assist in creation of events in our CRM system working with Assistant Director for Events and Student Programming
• Participate in professional staff development and in-service training offered by the University during the year. Attend scheduled office staff meetings to promote better communication and to have the opportunity to recommend/ offer suggestions on the operations of the office
• Maintain strong knowledge of enrollment business processes for Admissions and an understanding of a full admissions cycle from inquiry to enrollment
• May participate/attend various Admissions recruitment events such as Open House and Accepted Students Day, which will be compensated by OT pay if outside normal working hours
• Serve as back up for tasks related to other Admissions administrative staff
• Update announcements and content entries on department website as instructed by department when needed
• Hire, train and supervise student workers and approve student worker hours (up to five)
• Perform other job-related duties as assigned

QUALIFICATIONS REQUIRED AT HIRE:

• 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

QUALIFICATIONS ACQUIRED ON JOB:

• 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 budgetary procedures relating to positions, salaries and personnel services
• 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

MINIMUM ENTRANCE REQUIREMENTS:

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, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions

SALARY: $52,449.02 - $73,712.34

GRADE: 15

Union: AFSCME

UMass Dartmouth offers exciting benefits such as:

  • 75% Employer-Paid Health Insurance
  • Flexible Spending Accounts
  • Life Insurance
  • Long Term Disability
  • State Pension Retirement Plan
  • Optional Retirement Savings Plans
  • Tuition Credit (Employee, Spouse, & Dependents)
  • Twelve (12) paid holidays
  • Paid personal, vacation, and sick time
  • And More!

Benefits for AFSCME Union- AFSCME

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship is not available.

To apply please submit a letter of interest, a current resume and the contact information for three professional references.

The deadline for internal applicants is May 20, 2024.

The review of applications will be ongoing.

Advertised: 10 May 2024 Eastern Daylight Time
Applications close:

Organization

Located on the Massachusetts south coast, only a short drive from Cape Cod, Providence and Boston, the University of Massachusetts Dartmouth has been ranked among the top northern public universities by U.S. News and World Report. The quality of life on the south coast of Massachusetts is rich with cultural attractions, beautifully preserved and restored historic districts, museums, live theatre and an excellent educational system. Recreational opportunities include boating, beaches, rivers, golf courses, camping grounds, beautiful state parks, waterfront parks and a new zoo.

UMass Dartmouth offers a broad range of baccalaureate and graduate degrees vital to the economic, social and cultural wellbeing of the region. It has an enrollment of over 9,200 students in over 40 undergraduate and 36 graduate programs (including 11 at the Ph.D. level) offered by the College of Arts and Sciences, the Charlton College of Business, the College of Engineering, the College of Nursing, the College of Visual and Performing Arts and the School for Marine Science and Technology. The main campus was designed by the eminent architect Paul Rudolf and is located on 710 acres in North Dartmouth. Other university sites include theCenter for Marine Science and Technology on the waterfront in New Bedford, the Advanced Technology and Manufacturing Center in Fall River and the Star Store Center for the Arts in New Bedford. 

While retaining its commitment to excellence in undergraduate education, UMass Dartmouth has increased dramatically its research and outreach activities during the past ten years. R&D spending has increased in the last five years from $20.1 million to $25.6 million and the university has established centers in Policy Studies, Portuguese Studies & Culture, Business Research, Marine Science &Technology and Indic Studies to significantly expand its research and public service activities in ways that meet regional needs but have global impact.

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