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Administrative Assistant I

Apply now Job no: 501312
Work type: Staff Full Time
Campus: UMass Dartmouth
Department: Vice Chancellor Student Affair
Pay Grade: 15
Categories: Administrative/Office Support

General Summary of Position: Performs full-time administrative and clerical support to the Office of Student Conduct and Dispute Resolution (80%) and the Office of Religious and Spiritual Life (20%).

Follow 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.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

  • Schedule all meetings pertaining to the student conduct process, for Director of Student Conduct and Dispute Resolution and Graduate Assistant, and schedule rooms for the Center for Religious and Spiritual Life affiliated programs.  Invite and confirm attendance of all necessary attendees.
  • Prepare materials for Conduct Conferences, Administrative Review Panels, and Appeal Meetings.  Redact reports as necessary.
  • Process documents and folders on shared drives and OneDrive.
  • Prepare and send Parent Notification Letters for alcohol and drug violations.
  • Prepare monthly, annual, and ongoing statistical reports as needed.
  • Provide student conduct history information as requested. 
  • Complete Dean Certification Forms and draft letters for transfer, graduate, and bar examination applicants with prior student conduct record outlining details of student conduct history.
  • Update sanction completion in Maxient system and follow up with students with incomplete sanctions.
  • Update disciplinary holds in COIN.
  • Provide records management, both paper and electronic, according to Student Conduct Policies and Procedures.
  • Witness FERPA Forms and attach to student’s account in Maxient system.
  • Coordinate appointments and space for Gosnold alcohol and drug counselor and greet Gosnold clients upon arrival.
  • Assist Director of Religious and Spiritual Life with communications pertaining to campus speakers including creating flyers and promotional material and distributing the information accordingly.
  • Prepare and provide all necessary information and materials for programs and meetings for the Center for Religious and Spiritual Life and affiliates: attend campus programs during regular work hours and provide logistical support, order food, etc.,
  • Assist with development of periodic newsletters for the Office of Religious and Spiritual Life.
  • Answer phone, schedule appointments, and manage calendars for Director of Student Conduct and Dispute Resolution and Director of Religious and Spiritual Life. 
  • Respond to departmental email inquiries for Director of Student Conduct and Dispute Resolution and Director of Religious and Spiritual Life. 
  • Perform various budget/financial transactions for the Center for Religious and Spiritual Life and affiliates including but not limited to: process and record donations, create and reconcile purchase orders, prepare and track financial forms for guest lectures, and order supplies.
  • Process purchase orders for purchasing of equipment and materials, re-allocation of pro-card purchases, and travel authorizations/expenses for Director of Student Conduct and Dispute Resolution and the Director of the Office of Religious and Spiritual Life.  Prepare financial reports upon request.
  • Post information created by the Director to department website and forward to the Vice Chancellor’s Office for web posting when appropriate.
  • Other duties as assigned.

Minimum Qualifications (Required):

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, or (B) any equivalent combination the required experience and the substitutions from the Massachusetts State Classification Specifications http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp.

  • 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 judgement. Ability to exercise discretion in handling confidential information.

Additional Considerations:

Department:  Student Conduct and Dispute Resolution/ Office of Religious and Spiritual Life

No. of Positions-1

Internal/External-X

Trust Funded-X

Weekly Salary: $870.12

Hours: Monday-Friday, 9:00 a.m.-5:00 p.m.

Grade: -15

Union: AFSCME

SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction) Reports to the Director of Student Conduct and Dispute Resolution

  • Knowledge of the laws, rules, policies and procedures, specifications, standards and guidelines governing assigned unit activities.
  • Knowledge of the types and uses of agency forms.
  • Knowledge of the proper telephone procedures for making and receiving agency calls.
  • 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.
  • Unitize excellent oral and written skills to communicate complex procedures and policies related the department/university effectively.
  • Utilize excellent organizational skills in order to multitask high volume, fast paced work environment.
  • Knowledge of department protocol in order to respond effectively to complaints and procedural problems.
  • Utilize computer skills and experience with Office 365 including OneDrive, Microsoft Office (Word Mail Merge, Excel formulas, charts and pivot tables), and web-based programs including website content management (T4) as it relates to the position.

Special Instructions to Applicants:

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

The deadline for INTERNAL applicants is August 26, 2019.

The deadline for EXTERNAL applicants is August 30, 2019.

Advertised: Eastern Daylight Time
Applications close: Eastern Daylight 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.