POSITION TITLE: Administrative Assistant I
AGENCY: University of Massachusetts Dartmouth
SALARY: Grade 15
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES
The Administrative Assistant is one of the primary interfaces to internal and external communities of interest and provides administrative support to administrators, faculty, staff, and students. This includes performing complex duties requiring a considerable degree of decision-making and maintaining confidential information, maintaining the departmental, graduate program, and dean’s office files and records, processing student and financial forms, typing correspondence, greeting/screening and interfacing with visitors/students, and assisting with the organization and efficient operation of programs within the School for Marine Science and Technology (SMAST). The duties include supporting the SMAST Dean (in coordination with the Dean’s Administrative Assistant II’s) and the SMAST Department Chairs on department administration issues as well as their travel, purchasing and Bank cards. The duties also include providing administrative redundancy to the Administrative Assistant II’s in supporting the SMAST academic program. The position plans and prioritizes workload to meet set deadlines, follows the University's best practices to build and/or support student academic success and retention, and assists in meeting strategic objectives for persistence and timely graduation of the student population.
SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction)
Michael Marino, Assistant Dean for Operations.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES
• Serve as first point of contact for SMAST East, including greeting individuals in the office, answering the telephone and doorbell/intercom, and responding to email inquiries.
• Support Administrative Assistant II’s on Academic issues and related tasks.
• Support the SMAST Dean and Department Chairs (including their research groups) with all travel, purchasing and Bank card related matters.
• Maintain confidential files for graduate students and faculty at SMAST. Confidentiality is required.
• Prepare departmental adjunct faculty recommendation memoranda including researching associated documentation
• Maintain office supplies for the SMAST East.
• Schedule rooms for meetings for SMAST Faculty, staff, and students. Schedule and make arrangements for conferences, meetings, interviews, appointments, refreshments or similar activities for faculty, staff, and students. Assist the Dean’s Administrative Assistant II, as listed above.
• Assist in the coordination of all SMAST seminars, including but not limited to sending announcements, preparing refreshments, and assisting seminar coordinators as needed
• Receive and respond to students inquires. Direct students to appropriate resource personnel to handle academic difficulties.
• Use the COIN system to assist students who need information about academic program requirements, enrollment, grading, course availability, course grades, and grade point average.
• Create and design Qualtrics surveys as assigned and analyze survey results.
• Use Constant contacts for SMAST announcements and maintain associated email recipient lists
• Monitor course enrollments during registration periods and provide ad hoc reports to Department Chairs and Dean.
• Assist in processing all SMAST student course evaluation forms.
• Operate standard office equipment, including Windows computers, photocopiers/printers, scanner, Fax machines and specialized office equipment.
• Process requests for travel authorizations, expense reports, and related expense reimbursements according to University procedures.
• Process requisitions, verify invoices, and track purchase orders. Make changes as necessary, document receipt, and maintain communications with vendors.
• Prepare, monitor and analyze contract for services, including invoicing and processing amendments.
• Make purchases using Bank card; maintain accurate records, reconcile, and reallocate assigned departmental Bank card. Participate in audits related to use of Bank card.
• Monitor purchasing and Bank card activity to ensure compliance with university policies. Provide direction to faculty, staff and students on University procedures and regulations.
• Work with principal investigators and the Sponsored Projects Administration on various administrative and financial tasks related to grant accounts, including but not limited to processing proposal routing forms, cost transfer forms, and payroll change forms and running the associated reports in PeopleSoft.
• Serve as point of contact for property control inventory at SMAST East, including but not limited to maintaining inventory and filling out associated property control forms.
• Assist in the processing of personnel actions, including but not limited to hiring forms, contract renewals, and assisting coordinate faculty and staff searches. Confidentiality is required.
• Assist in processing all Faculty Evaluation Forms and Faculty Annual Activities Reports and submitting a copy to the Dean’s office at the end of each year.
• Compose correspondence for routine letters such as requests for information, confirmation of meetings, etc., for approval by supervisors.
• Produce faculty meeting minutes and other meetings, as assigned.
• Receive, sort, and distribute incoming mail, memoranda, packages, etc. to appropriate individuals.
• Supervise and train work-study students and graduate students in office procedures, clerical duties, and special projects.
• Provide backup to other administrative staff in the Dean’s offices at SMAST West and East (cross train as necessary).
• Perform other related duties as assigned.
QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)
• Ability to read, write and comprehend the English language
• Ability to assemble items of information in accordance with established procedures
• Ability to deal tactfully with others
• Ability to perform arithmetic computations (addition, subtraction, multiplication and division) with speed and accuracy.
• Ability to work accurately with names, numbers, codes and/or symbols
• Ability to establish and maintain harmonious working relationships with others
• Ability to follow oral and written instructions
• Ability to work independently
• Knowledge of the principles and practices of office management
• Knowledge of methods of general report writing
• Knowledge of 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 and procedures, specifications, standards and guidelines governing assigned unit activities
• Ability to communicate effectively both orally and in writing
• Ability to give written and oral instructions in a precise, understandable manner
• Ability to determine the proper format and procedure for assembling items of information
• Ability to adjust to changing situations to meet emergency or changing program or production requirements
• Ability to read and interpret documents such as equipment operating manuals, specifications and layouts
• Knowledge of training methods as applied to office machine operation
• Knowledge of the types and uses of equipment used in photo reproduction
• Skill in operating duplicating equipment
• Skill in operating electronic data processing peripheral equipment
• Ability to conduct training and instruction in office machine operation
• 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
QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities)
• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities
• Knowledge of proper telephone procedures for making and receiving agency calls
• Knowledge of the types and uses of agency forms
• Skill in operating general office machines including calculators, typewriters, date stampers and postage machines
• Ability to explain the provisions of the laws, rules and regulations governing assigned unit activities
• Ability to conduct training and instruction in office practice
• Ability to maintain accurate records
• Ability to read and interpret documents such as equipment operating manuals, specifications and layouts
• Knowledge of clerical office practice
• Knowledge of records and reports
• Skill in dealing with customers
• Ability to answer inquiries by reading various electronic screens
• Ability to determine the proper format and procedure for assembling items of information
MINIMUM ENTRANCE REQUIREMENTS
Applicants must have (A) at least two years of full-time, or equivalent part-time, experience in office management, office administration or business management, the major duties which include on or more of the following functions: purchasing, budgeting, accounting, records management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions as listed on the Massachusetts State Classification Specifications.
Department: SMAST
No. of Positions- 1
Internal/External- X
State Funded- X
Salary: $52,449.02 - $73,712.34
Hours: Monday - Friday 9:00am - 5:00pm
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 not available.
To apply please submit a letter of interest, current resume and the contact information for three professional references.
The deadline for internal applicants is 2/10/2024.
The review of applications will begin 2/12/2024 and will be ongoing.