GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES
The Administrative Assistant is one of the primary interfaces to internal and external communities of interest, and provides administrative support to administrators, faculty, staff and students. This includes performing complex duties requiring a considerable degree of decision making and maintaining confidential information, maintaining departmental, graduate program and dean’s office files and records, processing student and financial forms, typing correspondence, greeting/screening and interfacing with visitors/students, and assisting with the organization and efficient operation of programs within the College of Engineering. Additionally, the purpose of this position is to support the Dean, Associate Dean and Graduate Program Directors in administering interdisciplinary graduate programs and high enrollment MS programs in the College of Engineering. The position plans and prioritizes workload to meet set deadlines, follows the University's best practices to build and/or support student academic success and retention, and assists in meeting strategic objectives for persistence and timely graduation of all the student population.
SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction)
Associate Dean, College of Engineering. Functional supervision by Senior Administrative Assistant
DIRECT REPORTING STAFF-May provide supervision of temporary clerical personnel and student workers.
May provide supervision of temporary clerical personnel and student workers.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES
- Provides technical support and assistance to student applicants. Responds to applicant inquiries. Acts as liaison between Graduate Admissions and Graduate Program Director(s) assisting in resolving application issues for interdisciplinary graduate programs.
- Provides support for graduate student recruitment and admissions. Compiles data and statistics and prepares technical reports for the Dean, Associate Dean or other College/University staff.
- Monitors email addresses for interdisciplinary graduate programs, triages the emails to the appropriate parties and serves as the POC for all pre-admissions related questions. Compiles FAQs from applicants, admits and enrolled students to update on program website.
- Supports the Graduate Program Director(s) on student orientation, course registrations, degree certifications, advising new students, course capacity management, and Processing OPT and course-load reduction forms.
- Files accurately material such as correspondence, reports, confidential records, applications, etc. in accordance with prescribed system. Maintains student files for assigned interdisciplinary programs.
- Assists with processing graduate assistantships and associated job placements for the College of Engineering.
- Supports College of Engineering faculty leading extramural funded graduate training programs including scheduling meetings, processing applications and coordinating with the financial aid office.
- Makes purchases with University Bank Card. Maintains records, reconciles and reallocates Bank Cards for all assigned cards.
- Inputs data for requisitions through Buy ways; processes travel authorization forms, travel expense reports, and direct reimbursements using People Soft.
- Provides budget support related to interdisciplinary department budgets.
- May provide administrative support to COE Centers and research administrative support to faculty as assigned.
- Schedules and makes arrangements for conferences, meetings, interviews, appointments, or similar activities.
- Provides support to other departments in the College of Engineering as needed.
- Performs other related 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 the required experience and the substitutions from the Massachusetts State Classification Specifications. Mass State Specifications
LICENSE AND/OR CERTIFICATION REQUIREMENTS: N/A
QUALIFICATIONS ACQUIRED ON JOB (list knowledge, skills, abilities)
•Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities
•Knowledge of proper telephone procedures for making and receiving agency calls
•Knowledge of the types and uses of agency forms
•Skill in operating general office machines including calculators, typewriters, date stampers and postage machines
•Ability to explain the provisions of the laws, rules and regulations governing assigned unit activities
•Ability to conduct training and instruction in office practice
•Ability to maintain accurate records
•Ability to read and interpret documents such as equipment operating manuals, specifications and layouts
•Knowledge of clerical office practice
•Knowledge of records and reports specific to the Campus Service Center
•Skill in dealing with customers
•Ability to answer inquiries by reading various electronic screens
•Ability to determine the proper format and procedure for assembling items of information
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.