Jobs at UMass Dartmouth

POSITION TITLE: Administrative Assistant II

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

This position provides comprehensive administrative support for the Office of Student Engagement & Leadership (OSEL), including Orientation, student engagement, leadership development, student organizations, and departmental programs and events.

Serves as the primary administrative support for the Director of the Office of Student Engagement & Leadership and professional staff within OSEL

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 all students.

SUPERVISION RECEIVED: Receives direct supervision from the Director of the Office of Student Engagement & Leadership, with functional guidance from the Accountant III regarding fiscal operations and financial processes

DIRECT REPORTING STAFF: Supervises approximately 6–10 student office assistants and Orientation student employees. Coordinates work assignments, scheduling, training, and daily office coverage.

THEIR STAFF: NONE

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

Administrative Operations

• Manages the day-to-day administrative operations of the Office of Student Engagement & Leadership (OSEL).
• Serves as the primary point of contact for students, families, faculty, staff, vendors, alumni, and community partners by responding to inquiries, providing appropriate information and referrals while maintaining a high level of confidentiality.
• Organizes and schedules meetings for departmental staff, University committees, student groups, campus partners, and external organizations.
• Coordinates calendars, appointments, correspondence, meeting agendas, presentations, reports, and maintains confidential departmental records.
• Coordinates facilities, work orders, CITS requests, office equipment, supply ordering, inventory management, and records retention.
• Maintains departmental webpages, communication platforms, electronic databases, and digital forms.

Orientation Administration

• Coordinates all administrative functions associated with New Student Orientation and Transfer Orientation.
• Manages Orientation registration processes, participant records, check-in procedures, website updates, communications, and distribution of Orientation materials.
•  Monitors Orientation email accounts and responds to student and family inquiries in a timely manner.
• Assists with the planning, implementation, and assessment of Orientation and transition programs.

Student Engagement & Leadership Support

• Provides administrative support for departmental programs and signature events including Welcome Week, Homecoming, Weeks of Welcome, leadership programs, student organization initiatives, and other OSEL-sponsored events.
• Assists with event registration, logistics, room reservations, catering, contracts, procurement, ticketing, and related administrative functions.
• Provides administrative support for student organizations, leadership initiatives, campus traditions, and departmental engagement efforts.
• Collaborates with campus partners to support departmental programming and student engagement initiatives.

Fiscal & Business Operations Support

• Serves as the primary administrative partner to the Accountant III in supporting departmental fiscal and business operations.
• Assists with purchasing, procurement, purchase requisitions, vendor contracts, disbursement requests, and related financial documentation.
• Provides administrative support for ProCard reconciliation, expense tracking, financial recordkeeping, and budget monitoring in accordance with University and Commonwealth policies.
• Assists with payroll processing, student employment documentation, financial reporting, and coordination with University fiscal offices.
• Coordinates transfers of funds and maintains organized financial records supporting purchasing, audits, reconciliations, and budget management.
• Provides administrative support for business operations associated with student organizations, Orientation, departmental programming, and University events.

Student Employee Supervision

• Recruits, selects, trains, supervises, schedules, and evaluates student office assistants and Orientation student employees.
• Coordinates student payroll, onboarding, time approval, and personnel documentation.
• Ensures adequate office coverage during regular business hours, Orientation sessions, and departmental events.

Administrative & Departmental Support

• Coordinates travel arrangements and reimbursement documentation for departmental staff, student leaders, guest speakers, and candidates.
• Assists search committees by coordinating interview schedules, travel arrangements, meals, meeting spaces, and candidate materials.
• Assists with departmental assessment initiatives, surveys, annual reports, accreditation requests, and strategic planning efforts.
• Triages emergency and crisis situations and identifies appropriate staff members for resolution.
• Provides administrative support to divisional initiatives and special projects as assigned.
• Works collaboratively with colleagues across the Office of Student Engagement & Leadership to advance student engagement, leadership development, orientation, campus traditions, and co-curricular learning opportunities that foster student success and belonging.
• Perform other job-related duties and responsibilities that may be assigned and/or the job description changed periodically to reflect changing organization needs

QUALIFICATIONS REQUIRED AT HIRE:

• Knowledge of Microsoft Office Suite, web browsers, and modern office technology.
• Knowledge of the principles and practices of office administration and business operations.
• Knowledge of the methods of general report writing and records management.
• Knowledge of purchasing, budgeting, accounting, payroll, and financial recordkeeping practices.
• Ability to understand, interpret, and apply University, Commonwealth, and departmental policies, procedures, regulations, and guidelines.
• Ability to analyze information, exercise sound judgment, and make appropriate recommendations.
• Ability to prepare and maintain accurate financial and administrative records.
• Ability to prioritize multiple assignments while meeting deadlines in a fast-paced environment.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with students, faculty, staff, families, vendors, and individuals from diverse backgrounds.
• Ability to supervise student employees, assign work, evaluate performance, and provide training.
• Ability to exercise discretion and maintain confidentiality.

QUALIFICATIONS ACQUIRED ON JOB:

• Knowledge of University administrative policies and procedures.
• Knowledge of University financial systems, purchasing procedures, payroll processes, and business operations. 
• Knowledge of PeopleSoft, BuyWays, Engage, Microsoft Office applications, and other University software systems.
• Knowledge of event management, registration systems, and student organization management systems.
• Knowledge of departmental budget administration and financial reconciliation procedures.
• Application of critical thinking and problem-solving skills.
• Application of customer service principles and crisis response procedures.
• Ability to coordinate multiple projects simultaneously while maintaining exceptional attention to detail.
• Ability to effectively support the fiscal and operational needs of the Office of Student Engagement & Leadership.

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 substitutions as outlined in the University of Massachusetts classification specifications.

DEPARTMENT: Office of Student Engagement & Leadership

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED:  Yes

SALARY: $63,755.12 - $89,952.20

HOURS:  M-F 9 am - 5 pm

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 permanent employment in the United States. 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 early consideration of internal AFSCME applicants is November 9, 2026.

The review of applications will be ongoing until the position is filled.