General Summary: 

The incumbent is responsible for providing general administrative support for Global Programs and the professional staff assigned to OGP. The incumbent will promote OGP and the University’s  commitment to customer service by building effective partnerships with co-workers, faculty and staff throughout the University and by freely sharing appropriate information and providing assistance when needed. The incumbent is responsible for maintaining an environment that is welcoming to persons of all backgrounds, nationalities and roles.

Examples of Duties: 

• Serve as the first point of contact to the internal and external community regarding the of Global Programs  and maintain the organization of the office to support its efficient operations and to ensure compliance with established departmental standards;
• Provide a high-level of customer service excellence and administrative support to unit; greet and direct visitors; give appropriate information to faculty, students, staff and international guests; provide routine administrative functions, including answering phone and e-mail inquiries, scheduling meetings and appointments and  preparing routine correspondence, including announcements, memos and related print material; creating, organizing and maintaining office files; reviewing and distributing incoming mail; and data entry;
• Arrange OGP weekly staff meeting announcements; coordinate meeting agenda; and take minutes of weekly staff meetings;
• Serve as departmental timekeeper; monitor and review employee timesheets and time logs and research discrepancies, to ensure that employees are paid correctly and to ensure that employee’s time is used appropriately; run payroll-related reports and pick-up departmental checks, when appropriate;
• Prepare, process and submit human resources action forms for new hires and terminations, promotions and/or reallocations, pay changes and work hour changes; research required information in order to complete forms; maintain all human resources documents and files to ensure compliance with university policies and procedures and to ensure proper paperwork is one file for students and staff;
• Assist the Executive Director in maintaining financial and budget records.
• Serve as Bank Card administrator for OGP; reconcile monthly Bank Card statements to adhere to and comply with university and grant regulations, policies and procedures; recharge appropriate account for items purchased to ensure a balanced budget and to adhere to and comply with university and grant regulations, policies and procedures; maintain all documentation related to purchases to ensure proper documentation for audit purposes;
• Work closely with the Division’s Assistant Director & Director of Finance and Administration to purchase departmental supplies, goods and services, including printing to meet unit and/or departmental needs; maintain inventory levels of departmental supplies to ensure adequate supply levels and to maintain the smooth operation of the office; prepare requisitions to obtain purchase orders, when needed; regularly work with the Controller’s Office and UPST to ensure timeliness with office financials; process and track monthly invoicing and payments, reimbursements, and other operations expenses; prepare disbursement vouchers to facilitate payments to vendors and prepare interdepartmental journal entries; identify and independently resolve discrepancies as needed.
• Assist OGP team members with travel & expense reimbursements, if needed.
• Attend mandated university trainings on specific systems and policies related to the financial and administrative management of the department; inform agency staff on updated policies, guidelines and regulations to support compliance with university standards;
• Directly supervise and assign and monitor work performed by office work study students;
• Receive website content from OGP staff and update website when needed;  maintain OITA social media pages by posting new events, announcements and programs;
• Assist in the hiring of new faculty and/or new staff by initiating requisitions on Page Up and receiving and disbursing resumes to hiring manager, serving on search committees, scheduling interviews, and when appropriate making travel arrangements for prospective employees; participate in the interviewing of potential staff when directed and make recommendations on new hires, when directed;
• Serve as point-person for all new hires and ensure that all new hires receive e-mail and telephone access, as well as PeopleSoft Financial and/or Human Resources and/or WISER, when appropriate; provide overview of the department’s operations and discuss both departmental and university policies and procedures;
• Work with the Assistant Director and other office staff in publicizing and accounting OGP programs, including International Student Orientation, Open House, International Education Week, International Visiting Scholar Academy field trips and incoming study abroad student field trips;
• Maintain and ensure the appropriate inventory of OGP promotional and marketing materials;

• Perform other duties as assigned.

Qualifications: 

Applicants must have at least (A) three 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 of the required experience and the substitutions below.

Substitutions:

I. An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*

II. An Associate’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

• Working knowledge of standard office procedures and practices, including typing, data entry, editing/proofreading;
• Familiarity with Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook;
• Ability to communicate effectively with a diverse student population, many of whom are non-native speakers of English;
• Ability to manage multiple tasks simultaneously;
• Ability to work independently;
• Ability to adapt to change in a busy work environment;
• Strong oral and written communication skills;
• Cultural sensitivity to persons of all backgrounds and nationalities;
• Must be detail oriented.

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: $31.425

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.