Careers

POSITION TITLE: Administrative Assistant I                                        

AGENCY: University of Massachusetts Dartmouth

APPROPRIATION OR AGENCY CODE: 7310-0000

SALARY: Grade 15                        

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Provides clerical and administrative support to the Director of Law Enrollment and is the primary point of student contact for the Law Enrollment Center.

SUPERVISION RECEIVED: Director of Law Enrollment

DIRECT REPORTING STAFF: N/A

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Maintains student files and updates information.
• Screens telephone calls and visitors to the Law Enrollment Center; answers student questions about enrollment and academic matters.
• Provides administrative assistance for all functions of the Law Enrollment Center.
• Collects information from students relating to all aspects of student enrollment; implements and updates student enrollment; provides procedural assistance to students, faculty, and staff regarding registration, records maintenance, and other inquiries.
• Collects and reviews registrations for the Director of Law Enrollment's final approval; enters information into the system.
• Collects student attendance rosters from faculty and maintains a record of attendance rosters.
• Administers special accommodations and makeup exam scheduling; acts as liaison with Office of Student Accessibility Services regarding student accommodations.
• Collects exam scheduling information from faculty; acts as liaison with faculty on exam scheduling and administration.
• Issues transcripts.
• Uses the law school's exam platform (currently ExamSoft) to deliver exam answers to faculty and distribute score reports to students as requested by faculty; acts as liaison with CITS regarding ExamSoft courses and rosters and exam schedules.
• Administers publication of class and exam schedules and the storage and review of exams by students.
• Prints and distributes grades; supports Director of Law Enrollment with grading policy compliance, enrollment verification, graduation requirement tracking, and degree verification processes.
• Delivers correspondence to students (such as registration information, exam procedures, letters of good standing, academic status letters, and dismissal letters).
• Assists with Academic Standards Committee meetings and rulings.
• Performs data entry functions.
• Maintains supply of print and digital forms needed by students, faculty, and staff.
• Acts as school receptionist by handling the counter in the Law Enrollment Center, including incoming phone calls to the school; provides support to Dean's and Associate Dean's office as needed; processes inbound and outbound mail; orders office supplies.
• Performs various office functions such as scanning, photocopying, faxing, and shredding.
• Cross-trains with other administrative assistants in the Law Enrollment Center to support admissions, financial aid, and bursar activities.
• Performs other job-related duties and responsibilities 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 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 relationship with persons from varied ethnic, cultural, and 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.
• Knowledge of proper telephone procedures for making and receiving agency calls.
• Knowledge of types and uses of agency forms.
• Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
• Knowledge of state accounting and budgetary procedures including terminology.
• Knowledge of principles, practices, and techniques of supervision.

QUALIFICATIONS ACQUIRED ON THE JOB:

• Knowledge of the laws, rules, policies and procedures 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 principles, practices and techniques of supervision.
• Knowledge of and ability to use relevant information systems and databases such as Summit, Peoplesoft, COIN, and ExamSoft.

MINIMUM ENTRANCE REQUIREMENTS:

 Applicants must have at least:

1. 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 project management,

OR

2. Any equivalent combination of the required experience and the substitutions from the Massachusetts State Classification Specifications.

LICENSE AND/OR CERTIFICATION REQUIREMENTS: None

DEPARTMENT: Registrar Law Dept.

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED:  No  

SALARY: $56,205.24-$78,990.86

HOURS:  Monday - 9 - 5 |Tues, Wed, Thurs - 2 days 9 -5, 1 day 9 - 6 | Friday - 9 to 4 (on-site)

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 AFSCME applicants is June 22, 2026.

The review of applications will be ongoing until the position is filled.