Administrative Assistant II

Apply now Job no: 497829
Work type: Staff Full Time
Campus: UMass Boston
Department: Institute Community Inclusion
Pay Grade: 17
Categories: Administrative/Office Support, Classified Staff Union (CSU)

General Summary: 

Reporting directly to the Vision Studies Graduate Program Director and providing assistance for the Northeast Resource Center for Vision Education (a center within the Institute for Community Inclusion), the rehabilitation counseling program and other academic programs, the Administrative Assistant will provide administrative support for the operational efficiency of the Vision Studies program.  The incumbent will serve as the first point of contact for the program and will provide support in processing admissions, data management of student records, generating reports and fiscal management of federal and state-funded grants. 

Examples of Duties: 

  • Serve as first point of contact for the Vision Studies program and rehabilitation counseling program; meet with Program Director and Coordinators to support immediate needs; provide assistance to both internal and external  customers and receive and direct internal and external phone and e-mail inquiries and when necessary, field inquiries to appropriate staff person; receive, sort and distribute mail to appropriate individual within assigned unit; prepare routine correspondence;
  • Provide routine information to and coordinate efforts with staff, and other internal and external departments, agencies and/or customers to exchange information, resolve problems and/or facilitate the progress of unit programs, functions and activities;
  • Maintain and archive both hard copy and electronic records, files and/or department/unit work materials in accordance with program policies and procedures; gather, update and enter information into respective departmental and/or university databases to retain current, accurate, organized and accessible records, to keep supervisor and departmental staff abreast of departmental functions and to adhere to university policies and procedures; retrieve information from files, when necessary;
  • Run reports and conduct database queries to provide requested information; analyze reports and compare data for accuracy; support Program Director in tracking and reporting annual data reports;
  • Manage and oversee collection of application materials and admission statuses; compile admissions files for review; assist students with admissions questions and direct them to appropriate Vision Studies Program Coordinators and/or Director; track provisionally-admitted students;
  • Assisting in developing and maintaining a comprehensive advising system including the tracking and updating of student records and progress;
  • In coordination with the Vision Studies program’s Graduate Program Director and rehabilitation counseling grant director, collect and manage all data relating to admissions, advising, graduation applications and scholarship support: maintain student files and program records; document pertinent student information; update student data systems with changes to student status, outstanding balances or demographic information; collect, manage and distribute academic program data as requested; assist in the collection of required data for all accreditation reviews;
  • Maintain, review and monitor departmental and grant budgets and, when necessary; track budget lines, run budget reports and make budget recommendations to staff; provide input and/or information to aid in the budget-making process; research budget and chartfield information in the university’s finance system and provide requested information to departmental staff, as requested;
  • Manage the documentation required for long term training grants including applications, student contracts each semester, payback reports and exit certificates.
  • Prepare fiscal documents for student financial assistance each semester;
  • Track expenditures and provide fiscal updates relating to enrollments and student support;
  • Manage the expenditure and reporting of professional credit card maintaining records of all expenditures;
  • Support requests from faculty in other academic programs, as assigned by supervisor;
  • Perform other duties as assigned. 


At least three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management is required. 

Knowledge, Skills, and Abilities: 

  • Knowledge of and experience with Microsoft Office Suite, including Word, Excel, and Access, with a willingness to learn other software applications;
  • Knowledge of standard office procedures and practices;
  • Knowledge of the methods of general report writing;
  • Ability to understand, explain and apply the laws, rules regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
  • Ability to deal with a diverse public and interact with a wide variety of constituencies;
  • Ability to deal with sensitive and/or confidential information in a discreet and professional manner;
  • Ability to work well under pressure and in a fast-paced setting;
  • Ability to use sound judgment;
  • Ability to work in a team-oriented workplace;
  • Ability to negotiate with diplomacy and tact and handle multiple tasks in a timely, efficient manner;
  • Strong writing and proofreading skills;
  • Strong oral and written communication skills;
  • Strong organizational skills, with attention to detail;
  • Strong 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.

Bi-Weekly Salary: $1,906.85. 

Grant funded (42.5%, contingent on renewal); Unrestricted funding (57.5%). 

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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The University of Massachusetts is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.