AGENCY: University of Massachusetts Dartmouth
SALARY: Grade 17
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
Provide and coordinate administrative activities in the Dean’s office. Responsibilities include: providing administrative and clerical support and assuring timely completion of work assigned by the Dean, Associate or Assistant Dean(s); responding in a timely manner to inquiries concerning college and university procedures and requirements; utilizing fiscal and academic software systems to support administrative and clerical duties; collaborating with and providing direction to clerical and administrative staff; supervising and training work-study students; performing administrative and clerical functions related to college and related grants; performing administrative and clerical functions related to travel for the college; other duties as assigned by the Dean, Associate Dean or Assistant Dean(s).
SUPERVISION RECEIVED: Assistant Dean
DIRECT REPORTING STAFF: Work-study or student workers.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
• Provide and/or coordinate administrative and clerical activities for the Dean’s office individually or collaboratively with other clerical and/or administrative staff as assigned or directed
• Schedule and arrange activities related to conferences, meetings, interviews, appointments or similar activities including leveraging appropriate university systems to conduct these activities
• Support the college and departments in recruiting efforts including administration of travel arrangements, acknowledgement notifications, reimbursements, and related activities
• Assist in the processing of personnel actions including hiring, promotions, tenure and contract renewals and maintain appropriate files
• Provide administrative support and input data for fiscal activities including requisitions, purchase orders, invoicing, travel and reimbursements, reconciliation and reallocation of expenses including Procards and Budgets, retrieving and reviewing reports, and other related fiscal activities by using appropriate procedures and systems
• Provide backup to other Dean’s office and College administrative staff as assigned
• Perform administrative duties for the Dean, Associate Dean and Assistant Dean(s) including maintaining files, completing forms, preparing and disseminating memorandums and correspondence and similar duties using appropriate systems
• Provide college administrative support for all travel related activities including travel expenses, travel authorizations, and related activities utilizing appropriate systems
• Perform administrative duties related to college and department grants including maintaining and reconciling grant accounts and financial records in collaboration with the Dean’s office and related university and external partners as assigned
• Assist in data collection for projects using appropriate systems and software
• Hire, train and supervise work-study or student workers for the Dean’s office
• Coordinate Dean’s office and college space bookings where appropriate, maintain the schedule for the Dean’s office conference rooms including posting and confirming availability
• Provide administrative support for college meetings including booking rooms, arranging materials, and related duties using appropriate systems in a timely manner
• Serve as the college property control coordinator for college centers in collaboration with other Dean’s office administrative staff
• Serve as the Dean’s office liaison for CITS as assigned for the college
• Provide college administrative support for College of Arts & Sciences Centers including fiscal and administrative support related to Dean’s office approvals and reviews
• Provide administrative support in coordinating all college trainings related to administrative tasks and systems including but not limited to Travel, BuyWays, Peoplesoft, FastLane, TerraDotta, and COIN and related university systems
• Receive on behalf of the Dean’s office marketing and promotional materials for dissemination by the college via email, print, or social media and maintain files related to activities, support the Dean, Associate Dean, and/or Assistant Dean(s) in communications and marketing of the college
• Provide administrative support for the College of Arts and Sciences Dean’s Internal Grants (including but not limited to travel grants, faculty support grants, research grants, student thesis grants, event funds), Provost’s Travel Grants, Office of Research Administration grants, and other college grants as assigned including reviewing applications for completeness, forwarding to Associate Dean for review, maintain files, preparing and sending award letters, managing budget and tracking of applications, awards, correspondence, and expenditures, and monitoring budget and participating in the closeout of awards in collaboration with other Dean’s office administrative staff
• Receive office visitors and directs visitors to appropriate individuals where assigned
• Review and maintain institutional memberships of the college including but not limited to AACTE, MACTE, NAPLA, COMTEC
• Perform other related duties as assigned by the Dean, Associate Dean, and/or Assistant Dean(s)
QUALIFICATIONS REQUIRED AT HIRE:
• Knowledge of the principles and practices of office management including systems and technologies
• Knowledge of the methods of general report writing using appropriate technologies
• Knowledge of the methods for administrating grants and their processes
• Knowledge of higher education processes and regulations including academic units and university and college centers and their activities
• Knowledge of university and system accounting and budgeting procedures and ability to solicit training to maintain currency in these systems
• Knowledge of university and system laws, rules, and regulations relating to state personnel
• Knowledge of the appropriate procedures and behaviors for communicating and receiving communications from others
• Ability to understand, explain and apply laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing the assigned unit and its activities
• Ability to find, analyze and apply data, draw conclusions from data, and make recommendations
• Ability to follow written and oral instructions
• Ability to gather information through questioning individuals and examining records and documents
• Ability to write concisely and express thoughts clearly through written communications
• Ability to develop and express ideas in a logical sequence orally and in writing
• Ability to determine proper formats and procedures for disseminating information
• Ability to prepare general reports, maintain accurate records, and find in a timely manner reports for use in an administrative office setting
• Ability to prepare and use charts, graphs and tables utilizing appropriate technologies and systems
• Ability to deal diplomatically and tactfully with others in a confidential setting
• Ability to give written and oral instructions to individuals and groups
• Ability to establish rapport and maintain harmonious relationships with direct reports and individuals in the office, unit, college, university and external community
• Ability to exercise discretion in handling confidential information
• Ability to supervise the work of work-study, student workers, and other administrative professionals where appropriate including determining schedules, training needs, recommendations or initiation of disciplinary or meritorious reward activities
• Ability to exercise sound judgment independently
• Ability to represent the college in an appropriate manner
QUALIFICATIONS ACQUIRED ON THE JOB:
• Knowledge of the laws, rules, regulations, policies and procedures governing assigned unit activities.
• Knowledge of the types and uses of agency forms
• Knowledge of university and system accounting and budgeting procedures and ability to solicit training to maintain currency in these systems
MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have a high school diploma or equivalent and at least (A) four years of full-time, or equivalent part-time experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.
SUBSTITUTIONS:
I. A diploma as evidence of graduation from the business or commercial course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*
II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*
III. A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*
IV. An Associate’s or higher degree may be substituted for a maximum of two years of the required experience.*
*Education toward such a degree or diploma will be prorated based on the proportion of the requirements completed.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
NO. OF POSITIONS: 1
INTERNAL/EXTERNAL: X
STATE FUNDED: X
SALARY: $58,328.14 - $82,294.94
HOURS: M-F; 9:00-5:00 p.m.
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 April 24, 2024.
The review of applications will begin April 25, 2024, and will be ongoing.