ADMINISTRATIVE ASSISTANT I
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
The Administrative Assistant I provides varied administrative support and assistance to the Department Chairperson and the Adult Nursing Department faculty and teaching assistants. Represents the first point of contact for internal and external communities of interest, and effectively communicates and assists students, faculty, administration, staff, alumni, prospective students, faculty applicants, and other university departmental personnel as needed. This fast-paced environment requires that the Assistant perform complex duties requiring a considerable degree of independent decision making while maintaining confidentiality and communication with the Chairperson. Uses university/college systems to review and manage data, and supervises work study student(s). Supports the maintenance of a professional environment.
Follows the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of the student population.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
- Provide administrative support to the Adult Nursing Department Chairperson for various projects and assignments requiring independent decision-making and problem solving skills that may be of a complex and sensitive nature.
- Prepare and maintain confidential records of a sensitive nature (hardcopy and electronic) including but not limited to: annual faculty evaluations, contract renewals, tenure and promotion, faculty personnel records, faculty credentials,, requests for leave of absences, and new faculty recruitment. Precision in assuring accuracy, protect confidentiality, and security.
- Serve as point of contact for students, faculty, administration, staff, alumni, prospective students, faculty applicants, other university departmental personnel, and external constituents.
- Receive and route incoming telephone inquiries related to academic programs, etc.
- Independently evaluate, prioritize, and respond to office communications to resolve issues as appropriate.
- Prepare and proofread faculty organization meeting agendas, letters, correspondence, memos, reports, test banks, examinations, academic warnings, syllabi, letters of recommendation, and other related material to meet the needs of Department faculty.
- Prepare and process part-time faculty contracts, buy-out contracts, addendums, and contracts for services.
- Maintain the office operation of the Adult Nursing Department by overseeing and directing workflow, communications, and processes such as: attendance (input, run reports, obtain signatures), teaching assignments, student locator forms, faculty credentials, key requests, tracking start-up funds for faculty, and updating manuals/handbooks and faculty information on the College of Nursing website.
- Manage student evaluations: assembly, distribution, tracking, and input faculty student evaluation scores into database.
- Process and maintain paperwork for faculty grant awards including: create requisitions, verify invoices, track purchase orders, submit direct reimbursement requests, prepare contracts, confer with Office of Research Administration on reporting information and requisition approvals. Run reports and monitor grant budget for faculty to assist with record-keeping as needed.
- Coordinate the scheduling and other logistics surrounding the departmental hiring process.
- Track the flow of hiring paperwork within departments.
- Communicate directly with applicants for open positions and consult with Human Resources regarding advertising.
- Assist the search committee chairs and/or department chairperson with fielding questions from applicants in absence of the Chair, coordinate schedule for interviews, and email interview information packets.
- Create, maintain, and monitor all elements of the purchasing process, including data entry. Responsible for reconciling monthly Procard statement, maintain associated paperwork and payment of purchase orders, assist department faculty with Procard purchases, reconcile, allocate and run reports to monitor expenditures of the department against budget.
- Assist faculty with the submission and processing of travel requests and reimbursements including: preparing forms, ensuring approvals are obtained, completing expense reports, and maintaining accurate records using University system(s).
- Design and prepare spreadsheets and other office documents such as a listing of clinical agencies, course schedules, teaching evaluation grid, and faculty credentials to assist the Chairperson as needed.
- Assist faculty with the coordination of services for College events such as the White Coat Ceremony, Mentorship Workshops, and Sister Madeline Vaillot College of Nursing Scholarship Day events including but not limited to: design and distribution of invitations, processing of registration lists, securing rooms, event set-up, catering, and arranging for technical services. Attend events as needed to assist and ensure proper delivery of services throughout the event.
- Perform financial duties that include, but are not limited to: compiling state, grant, and other financial information for departmental budgetary purposes. Posting, adjusting and verifying account balances using the University reporting system on a regular basis, and updating and proofing spreadsheets against the University system.
- Maintain and manage the calendar for the Adult Nursing Department chair; arrange, request, and schedule meetings with University and community- based contacts as needed.
- Recruit, screen, hire, and supervise work study students. Train, assign duties, and coordinate a schedule for student employees by delegating work and reviewing performance. Track and log work-study student attendance.
- Prepare, organize, and distribute department mail, process and monitor completion of department work orders. Copy, fax, and scan materials as needed.
- Maintain, track, order office supplies (including name badges and business cards) and equipment, and ensure all office equipment is in working order. Schedule repairs and maintenance as needed, and log the amount of funds spent in budget spreadsheets.
- Assist faculty with the scheduling of meetings and the planning and ordering of food/refreshments for various functions throughout the year.
- Maintain contact with publishing representatives for on-campus visits with faculty and coordination of desk copy requests.
- Compose and send group emails on behalf of Chairperson and Department faculty to students, faculty, and other department members as needed.
- Organize and update faculty mailboxes each semester.
- Performs other duties as assigned.
MINIMUM QUALIFICATIONS (REQUIRED):
Applicants must have at least (A) 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 program management, or (B) any equivalent combination of the required experience and the substitutions from the Massachusetts State Classification Specifications, which can be found at http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp#C
QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)
- 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.
SUPERVISION RECEIVED: College of Nursing, Adult Nursing Department Chairperson
DIRECT REPORTING STAFF: Work Study Students
THEIR STAFF: N/A
DIVISION: Academic Affairs
DEPARTMENT: Adult Nursing
BARGAINING UNIT: AFSCME
JOB GRADE: 15
NO. OF POSITIONS: 1
HOURS: Monday – Friday 8:30am to 4:30pm
STATE FUNDED: X
COMBINED INTERNAL / EXTERNAL: X
SALARY MIN. $819.85 PER WEEK
Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.
QUALIFICATIONS ACQUIRED ON JOB (List knowledge’s, skills, abilities)
- 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 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.
- Ability to acquire new knowledge and learn new skills within the scope of the position.
SPECIAL INSTRUCTIONS TO APPLICANTS:
To apply please submit online a letter of interest, current resume and the contact information for three professional references.
Deadline for INTERNAL applicants to apply is February 22, 2018.
Deadline for EXTERNAL applicants to apply is February 26, 2018.