General Summary:
The Financial and Department Administrator for Women’s, Gender, and Sexuality Studies is responsible for maintaining the daily administrative and financial support functions for the Department of Women’s, Gender, and Sexuality Studies. The incumbent will interact daily with the full-time faculty, along with part-time/adjunct faculty, graduate and undergraduate teaching assistants, and numerous undergraduate students and will provide them with direct administrative and financial support. They will monitor departmental finances and human resource needs for the WGS Majors as well as three Minors; will assist the Chair of the Department in the scheduling of class sections each regular academic semester; and will serve as the department property administrator, working with relevant University units to ensure the smooth on-boarding of new personnel. Incumbent will also supervise student employees and interns.
Examples of Duties:
• Provide administrative and financial support functions for the WGS Department; greet and direct visitors; receive and direct internal and external phone and e-mail inquiries; provide direct administrative support to department faculty; provide routine information and support to students regarding departmental programs and requirements.
• Assist Chair in budget management and planning; prepare projected line item budget to account for major Departmental or programmatic changes; responsible for monitoring the finances and human resources needs of the department’s undergraduate programs including 1 major and 3 minors; assure faculty know proper policies and procedures for allowable purchases; provide regular reminders regarding what expenses are allowable; maintain accurate knowledge of University policies and procedures regarding financials; update faculty when policies or procedures are adjusted; handle all department finances and financial tasks such as tracking monthly/annual finances; process all financial reimbursements. Process purchases from WGS, RES, FSU, Dean’s Office Funds, etc.
• Process all human resources paperwork and related requests for the department; serve as department timekeeper; assist with faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process; may assist on search committees and working groups as requested.
• Assist in the organization of all department events, including luncheons, colloquia, and scholarly enrichment; secure suitable event space; oversee event set up and break down; facilitate event documentation (photo/video if requested); responsible for monitoring event budget, coordinating travel arrangements and travel reimbursements for guests; coordinate and run A/V technology; handle catering needs to include planning, purchasing, and displaying refreshments; create and disseminate promotional materials; process speaker honoraria;
• Prepare non-tenure track faculty contracts each semester; forward completed forms to CLA Dean’s Office for review and signature.
• Coordinate the assignment of non-tenure track faculty to offices, making changes as needed to accommodate teaching and office hours schedules; manage key requests for all faculty, staff, and student employees; ensure that every Department member has access to the proper rooms; remind personnel to return keys that are no longer needed.
• Serve as BankCard cardholder for the department and maintain BankCard activity of all purchases; receive and maintain original itemized receipts for items purchased, as well as travel arrangements, department events and
other department expenses and complete necessary forms for payment; reconcile statements in compliance with university regulations, policies and procedures; complete funding reallocations; prepare and process purchase orders and disbursement vouchers.
• Maintain the inventory of departmental supplies and purchase supplies, goods, and services as needed; prepare purchase orders in conformity with existing departmental and University policies and procedures.
• Work with the Department Chair and faculty on critical and sensitive projects, which may require multiple deadlines, such as fourth-year, tenure, and post-tenure reviews, as well as faculty promotion cases, AQUAD assessments, Annual Faculty Reports (AFRs) and other reviews, compile candidate tenure and promotion files and process according to standardized University policies and procedures.
• Oversee the student course evaluation process at the close of each semester.
• Assist the faculty course scheduler in the scheduling of class sections, including entering scheduled course information in the University’s scheduling system and updating the schedule as changes are needed prior to the start of each semester; facilitate classroom changes for faculty whose classrooms do not meet their teaching needs.
• Serve as department property, computer inventory, and IT administrator and work with relevant departments to ensure the smooth on-boarding of new staff; ensure that all new hires receive e-mail and telephone access and appropriate office space, as well as access to required software applications, when appropriate; serve as department point person regarding equipment issues and office moves/logistics.
• Coordinate Departmental advising of undergraduate students; provide assistance to students with regards to course registration questions, providing major/minor declaration forms, and assigning students to faculty advisors; maintain an active list of faculty advisors; create and disseminate advising materials to students and faculty each term; provide basic programmatic information to students upon declaration of major or minor; assist faculty in troubleshooting in the event degree audit does not read correctly; liaise with contacts in the Registrars’ Office to adjust student degree audits; process program exception forms when necessary.
• Manage booking of shared WGS/AMST conference space; assist in maintaining calendar of room availability.
• Coordinate efforts with internal and external departments and customers, as well as faculty and students, to exchange information, resolve problems and/or facilitate progress of departmental programs, functions and activities.
• Maintain updated Department and student files to include course evaluations, student advising folders, and personnel related documents both in paper and electronically as needed; manage WGS OneDrive where important documents are stored.
• Maintain and update department website and social media.
• Meet regularly with Department Chair; assist in planning Department meetings and retreats including preparing and copying necessary materials.
• Attend monthly Department Administrative Meetings.
• Perform other duties as assigned.
Qualifications:
• Knowledge of standard office practices and procedures including office record keeping office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
• Knowledge of software applications, including office software and database management. Software and systems which will be used by the applicant on a daily basis include Word, Excel, WISER, Blackboard, HR Direct, Buyways, Summit, Zoom/Skype. Experience with Adobe Creative cloud is also necessary.
• Knowledge of the types and applications of standard office filing systems.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Ability to communicate effective both orally and in writing and to maintain communication with internal and external program constituencies.
• Ability to supervise the work performed by others.
• Ability to follow guidelines and procedures, as well and written and oral instruction, as well as give written and oral instructions in a precise, understandable manner.
• Ability to communicate effective both orally and in writing.
• Ability to maintain accurate records.
• Ability to establish and maintain harmonious working relationships with others and to deal tactfully with others.
• Ability to research and navigate the internet and social media.
• Ability to exercise discretion in handling highly confidential information.
• Ability to exercise sound judgement.
• Ability to multi-task and prioritize tasks while respecting multiple deadlines.
• Strong interpersonal and organizational 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.
Grade: 17 Hourly Rate: 29.91
This is a non-exempt union position.
All official salary offers must be approved by Human Resources.
UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the ADA/504 Coordinator Andrea Haas or 617-287-5148.