POSITION TITLE: Administrative Assistant II

AGENCY: University of Massachusetts Dartmouth  

SALARY:  Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Serve as the primary support for the Assistant Dean/Director of the Frederick Douglass Unity House.  Provide clerical coordination including but not limited to: promotion, development and effective use of the Unity House for all activities such as classes, seminars, workshops, programs and especially Student Organization Events.  Perform duties associated with budget reporting, reconciliation and analysis, purchasing, internal and external communication requiring a high degree of confidentiality; reporting; marketing; and record keeping; report generation and dissemination; payroll management, and event coordination and support.   Serve as the initial point of contact for the Unity House with internal and external stakeholders.  Maintain program data/files, prepare reports and maintain calendar of events. Supervise student work study positions.  Follow the University’s best practices to help build and/or support student academic success and retention and assist in meeting strategic objectives for persistence and timely graduation of the student population.

SUPERVISION RECEIVED: Assistant Dean/Director, Frederick Douglass Unity House

DIRECT REPORTING STAFF: Student Employees - 6-15 (per State Specs)                                                           

THEIR STAFF: None

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Provide administrative support to the Assistant Dean of Students/Director of the Unity House
• Engage with served populations in a manner of neutrality and openness to differences and similarities while maintaining good relationships and providing excellent customer service
• Administer and oversee the process of student meetings with the Assistant Dean regarding Student Conduct, University Leave of Absences and Transfer Exit Interviews
• Provide/facilitate confidential matters/actions for students seen by the Assistant Dean
• Provide confidential student academic information and needs through COIN
• Run, maintain and check accuracy of PeopleSoft budget reports; prepare reports and maintain account records for the Unity House.  Reconcile deposits and expenses on purchasing funds.  Facilitate corrections and transfers.  Administer daily budget expenditures. Prepare end-of-year budget reports and other budget reports as requested
• Utilizing the PeopleSoft Financial System, prepare and process Purchase Orders for supplies, equipment, materials, memberships, licenses, performances, etc.  Facilitate purchases via ProCard.  Communicate with vendors.  Complete and file business expense forms.  Reconcile staff members’ Procards.  Prepare and review purchase and performance contracts.  Maintain and purchase office supplies
• Oversee internal and external correspondence.  Assist Director with confidential reporting and correspondence.  Create and distribute electronic communications to students, faculty and staff via UMD Announce, Carousel and FDUH student list serv.
• Process requisitions, invoices, travel vouchers and reimbursements
• Assist the Assistant Dean and Associate Director with the preparation of the Annual Operational/Strategic plan and year-end report
• Serve as the primary contact for all calls/walk-ins.  Comply with University personnel regulations and office policies. Receive visitors, telephone calls, and respond to students, parents and faculty concerning appropriate information with confidentiality
• Supervise, screen, select, train, schedule and delegate assignments to student workers. Provide direction, orientation, evaluations, discipline, etc.
• Approve and process student payroll; prepare payroll documents for authorization and submittal.  Perform periodic Federal Work-Study balance audits.
• Compose responses to general requests and inquiries as they pertain to the Unity House through referrals, phone calls, visits, written correspondence, etc.
• Manage all daily activity as it relates to the efficient operation of Unity House. Make recommendations to improve work processes within the Unity House
• Arrange for seminars, workshops, programs and student organization events by reserving the Unity House, or any off-campus spaces, specifying services and making notification of the details and services required for the event to take place via telephone, electronic media, hard copy/in person.  Provide services required for such events
• Coordinate operations and make decisions regarding events, including but not limited to, reserving space, meeting with the catering manager to make menu decisions, securing technical assistance and determining space set-up.  Major yearly large-scale events may be the Leadership Recognition Banquet, Unity Fest, ALANA Graduation and the Alumni Dinner
• Serve as liaison between the Unity House and student leaders/organizations
• Participate in weekday and select evening and weekend functions to assure that scheduled activities are progressing as planned 
• Perform daily inner-office needs with autonomy, including physical space, technologies, and other needs as they arise
• Maintain equipment inventory and is the liaison to the Property Control Officer
• Assist Assistant Dean/Director and/or Associate Director in developing and disseminating office policies and procedures
• Oversee building maintenance needs and upgrades.  Enter Facilities work orders and follow up when needed
• Perform 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 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 judgment.
• Ability to exercise discretion in handling confidential information.
• Knowledge of the principles, practices and techniques of supervision.

QUALIFICATIONS ACQUIRED ON JOB:

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Knowledge of the proper telephone procedures for making and receiving agency calls.
• Knowledge of the types and uses of agency forms.
• Knowledge of the laws, rules and regulations governing the state personnel system.
• Knowledge of the 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.

MINIMUM ENTRANCE REQUIREMENTS:

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 per the Massachusetts State Specifications.

LICENSE AND/OR CERTIFICATION REQUIREMENTS: None

DEPARTMENT: Frederick Douglass Unity House

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED:  No  

SALARY: $61,279.40 - $86,458.10

HOURS:  M-F  9am - 5 pm

GRADE: 17

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 applicants is September 7, 2025.

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