POSITION TITLE: Administrative Assistant II
SALARY: Grade 17
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES
Provide administrative support within the Office of New Student and Family Programs for the Associate Dean of Students, Assistant Director of New Student & Family programs, First Generation Services, Veteran, Prior-Military & Reservist Services & Commuter Services. May select, train, and supervise student staff members. Manage the administrative functions of the New Student & Family Orientation programs. Provide other administrative duties as required. Follow 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 all the student population.
SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction)
Associate Dean of Students; Associate Vice Chancellor for Student Affairs
DIRECT REPORTING STAFF
Supervises 3-4 student orientation assistants. Provides back-up administrative support in supervision of 10-15 student office assistants. Coordinate assignments with office support staff. Coordinate some activities of office staff.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
• Manages all activity as it relates to the efficient operation of the Office of the Associate Dean of Students, New Student & Family Programs (NSFP), Veterans, Prior-Military & Reservists and Commuters
• Organizes and schedules large and small group meetings within NSFP, all academic colleges, all departmental captains contributing to the orientation program, individual students or student groups, parents and family members
• Collaborates with the greater UMass Dartmouth community, as well as external organizations such as the Federal Veterans Administration Office, ROTC recruiters, performers, speakers and vendors
• Receives visitors and phone calls and responds to student, parent, faculty questions, concerns, and complaints with appropriate information and referrals and with confidentiality. Disseminates information to Student Affairs staff.
• Responsible for facilities work order and CITS requests. Responsible for supply ordering and inventory management. Reviews paper files and shreds files, as needed.
• Schedules appointments, arranges meetings, keeps records, manages correspondence. Prepares materials and agendas for meetings. Maintains confidential records.
• Provides administrative support in managing financial resources. Reviews, and analyzes department budget data. Keeps supervisors apprised of budget status.
• Reconcile ProCard/credit card records and ensure timely payments. Keeps full accounting records of the transactions done on each account. Coordinates transfers of funds with fiscal staff as directed.
• Prepares purchase orders on-line via PeopleSoft. Prepares vendor contract and disbursement request forms.
• Assists the Associate Dean of Students with the implementation of campus programs such as Moonlight Breakfast, NSFP programs, Veteran student programs, First Generation student programs and Commuter student programs. Provides pertinent information and documentation to UMassD students and staff.
• Manages registration and check-in processes, fee payments, website management, database management, information distribution, meeting room scheduling, menu planning, preparation of registration materials, supply/materials ordering and inventory, payroll, and procurement of services from outside vendors
• Prepares correspondence including mailings to students, and their families. Monitors orientation email account and phone line/voice mail and responds to all inquiries.
• Selects, trains, and supervises approximately 3-4 student workers and contributes to selection, training & supervision of 10-15 student workers in conjunction with the Executive Assistant for Student Affairs.
• Manages all relevant personnel and payroll issues. Coordinates work schedules and ensures adequate office coverage among student workers.
• Enters and approves time and attendance data in Payroll System for federal work study students.
• Triages emergency and crisis situations and identifies appropriate individuals to resolve them
• Coordinates travel for supervisors, guest speakers, and candidates for positions. Prepares all documentation required for authorization to travel and for reimbursement of expenses.
• Aids Search and Screen activities including coordinating travel, arranging meals, arranging interview schedules, scheduling meeting space, and distributing search materials to candidates and interviewer groups
• Other Job-related duties and responsibilities as assigned
QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)
• Knowledge of Microsoft Office Suite and web browsers. 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, draw conclusions, and 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, express thoughts clearly, and 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 actions
• Ability to exercise judgment
• Ability to exercise discretion in handling confidential information
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 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 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
• Application of problem-solving skills
• Application of critical thinking skills to prioritize
• Knowledge of Microsoft Office Suite and web browsers as they apply to the position
• Knowledge of University and/or specialty software and computer programs such as PeopleSoft
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 found at: http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.
UMass Dartmouth offers exciting benefits such as:
75% Employer-Paid Health Insurance
Flexible Spending Accounts
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.
Benefits for AFSCME Union- AFSCME
Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship not available.
To apply please submit a letter of interest, current resume and the contact information for three professional references.
The deadline for internal applicants is 02/05/2024.
The review of applications will begin 02/06/2024 and will be ongoing.