POSITION TITLE: Administrative Assistant I – Center for Women Gender Sexuality
AGENCY: University of Massachusetts Dartmouth
APPROPRIATION OR AGENCY CODE: 7310-0000
SALARY: Grade 15
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
Provides administrative support for the Assistant Dean/Director and department Staff in the Center for Women, Gender & Sexuality; directs and assists students and visitors while servicing a specialized population on campus, which includes women and the LGBT (lesbian, bisexual, gay and transgender) population and sexual violence survivors. This position requires a high degree of confidentiality while assisting students in need of help. 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.
SUPERVISION RECEIVED: Assistant Dean of Students/Director, Center for Women, Gender & Sexuality
DIRECT REPORTING STAFF: Student Employees; Graduate Students, Interns
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
- Performs and monitors a variety of administrative activities to ensure the efficient operation for the Center for Women, Gender & Sexuality
- Receives visitors and phone calls and responds to student, parent, faculty questions, concerns, and complaints with appropriate information and referrals. Maintains a very high level of confidentiality
- Schedules meetings, Zoom meetings, and appointments; prepares and provides all necessary information for meetings; prepares agendas and minutes; routes mail
- Initiates facilities work orders and CITS request management
- Responsible for supply ordering and inventory management
- Maintains and analyzes financial reports in appropriate systems to verify accuracy of expenditures
- Manages and reconciles ProCard/credit card records, ensures timely payments, archives records of the account transactions, and coordinates transfers of funds with fiscal staff as directed all within the reporting requirements
- Processes new vendors in the UPST system, develops contracts, inputs invoices, speaker payment, and follow up
- Prepares purchase orders in accordance with university protocol. Prepares vendor disbursement request forms
- Provides administrative support in managing financial resources and provides budget status updates to supervisor
- Assists with fundraising and grant writing efforts; coordinates all deposits and records
- Prepares all travel authorization, expenditures, and reimbursement forms for students
- Prepares correspondence and reports, such as operating plan or annual reports. Types, edits, prepares, and proofreads for accuracy and completeness for the CWGS. Maintains office-filing system. Coordinates office activities
- Contacts administration, faculty, staff, students, and the public via e-mail, phone, and Teams at the request of the Director or department staff for communication of detailed messages, such as umdannounce and other blast emails
- Organizes and schedules large and small group meetings within CWGS, the greater UMass Dartmouth community, as well as external organizations, individual students or student groups, parents, task force, etc.
- Assists with the planning and coordination of activities, programs, and events by using appropriate university systems for all function needs
- Oversees marketing of events in fliers, social media
- Places event details on webcal/umdannounce/and other marketing media
- Coordinates travel for supervisors, guest speakers, and candidates for positions. Prepares all documentation required for authorization to travel and for reimbursement of expenses
- May select, train, and supervise approximately 10-15 student workers. Manages all relevant personnel and payroll issues related to student employees. Coordinates work schedules and ensures adequate office coverage. Enters and approves student time and attendance data in Payroll System
- Designs, creates, and produces publicity materials
- Assists maintain the website as instructed by the Director
- Compiles annual Clery report information for programs and events for the University Police Department
- Performs other duties as assigned
MINIMUM QUALIFICATIONS (ENTRANCE REQUIREMENTS):
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.
Substitutions:
I. An Associate's or higher degree with a major in business administration, business management, or public administration may be substituted for the required experience.*
II. An Associate’s or higher degree with a major other than in business administration, business management, or public administration may be substituted for a maximum of one year of the required experience.*
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED AT HIRE:
• Knowledge of the principles and practice 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 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, to 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 through 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 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
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 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
- Knowledge of University and/or specialty software and computer programs such as PeopleSoft and Summit and UPST
REMARKS:
- May require minimal weekend and night activities to be paid on an overtime basis
- An understanding of LGBTQ+ Issues and/or knowledge of sexual violence issues upon hire is preferred
DEPARTMENT: Center for Women, Gender and Sexuality
NO. OF POSITIONS: 1
INTERNAL/EXTERNAL POSTING: Yes
STATE FUNDED: No
SALARY: $52,449.02-$73,712.34
HOURS: M-F
GRADE: #15
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 August 28, 2024.
The review of internal and external applications will be ongoing until the position is filled.