Administrative Assistant II

General Summary: The administrative assistant will provide daily administrative support to department chairs, faculty and other support staff within the College of Management (CM), and will serve as the direct administrative support staff for departments within the college. The incumbent will perform administrative-support duties including and directing visitors, receiving and directing internal and external phone and email inquiries; and preparing routine documents, correspondence and forms, including professional development and travel reimbursement forms for faculty. They will also assist department chairs and faculty with administrative and course management matters, such as collecting syllabi, and organizing copies if needed. The Administrative Assistant will also receive invoices and process them for payment; and will maintain adequate inventory levels of department supplies.

Examples of Duties:

• Serve as first point of contact and provide administrative support functions for faculty support within the CM; greet and direct departmental visitors; receive and direct internal and external phone and e-mail inquiries, and when necessary, field inquiries to appropriate staff person, copy and file materials;
• Prepare professional development and travel reimbursement forms for department visitors and faculty;
• Provide administrative and logistical support to department chairs in scheduling and arranging meetings, conferences, seminars and special events;
• In conjunction with other administrative personnel, coordinate office and administrative duties with staff and any work study students by determining priorities and ensuring that work completed is in adherence to standard procedures;
• Maintain a confidential filing system of department records and assure availability and easy authorized access to all information; organize documents and ensure that all files are current, accurate and accessible;
• Assist department chairs in assembling faculty personnel review materials in preparation for personnel reviews; prepare folders for each review case according to the current standard file structure; insert all required documents to ensure proper record keeping and maintenance of records;
• Assist faculty and department chairs with administrative and course management matters, including collecting syllabi and office hours from faculty each semester; organizing for any copies required, and posting faculty office hours on faculty office doors;
• Assist department chairs with departmental administrative needs, such as taking minutes at departmental meetings and compiling information for departmental reports when needed;
• Assist in the hiring of new faculty; schedule interviews and when appropriate, make travel arrangements for prospective employees;
• Assist in the (re)appointment of faculty; creating/processing appointment system documentation (i.e., ePAFs);
• Serve as point person for new hires to ensure they receive email and telephone access, office space and keys, office door name plates, business cards, as well as access to required software applications, when appropriate;
• Assist departmental chairs with course scheduling; follow-up with faculty regarding their classes and room assignments;
• Maintain appointments schedules for department chairs, ensuring smooth and efficient work environment; notify individuals of meetings and make meeting arrangements, including room location, ordering food and making travel arrangements, when necessary;
• Receive invoices for items purchased, travel arrangements and events and process for payment; reconcile all reimburesments; receive encumbrances and reconcile and balance accounts; maintain copies of all invoices and reimbursements to maintain proper documentation of purchases and to comply with university policies, procedures and grant and audit regulations;
• Maintain inventory levels of departmental supplies to ensure adequate supply levels and to maintain the smooth the smooth operation of the department; assist in the maintenance of documentation related to purchases to ensure proper documentation for audit purposes;
• Work with and assist other departments within CM with specific requests; coordinate efforts;
• Work with other internal and external departments and stakeholders, faculty and students to exchange information, resolve problems and/or facilitate progress of departmental priorities;
• Perform other duties as assigned.

Qualifications:

The incumbent must have at least three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management.

• Knowledge of various software applications, including MicroSoft Office Suite and other routine administrative information systems;
• Knowledge of the type and applications of standard office procedures and practices;
• Knowledge of the principles, practices and procedures of office management, including office record keeping, office correspondence control, the type and uses of office equipment and supplies and business letter preparation;
• Knowledge of the types and applications of standard office filing systems;
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications; standards and guidelines governing assigned unit activities;
• Ability to deal with a wide range of constituencies including students, peers and faculty;
• Ability to maintain confidential matters and respond to written, telephone and direct walk-in inquiries concerning CM;
• Ability to follow written and oral instructions;
• Ability to assemble items of information in accordance with established procedures;
• Ability to work accurately with names, numbers, codes and/or symbols;
• Ability to file material in accordance with standard filing procedures;
• Ability to maintain accurate records;
• Ability to communicate effectively both orally and in writing;
• Ability to establish and maintain harmonious working relationships with others;
• Ability to exercise sound judgment;
• Ability to prioritize tasks while respecting multiple deadlines;
• Strong interpersonal and organizational skills;
• Strong customer service

For Classified Unit Positions:

• Is the position a 37.5 or a40 hour/week position? 37.5 Hours
• Is lunch paid or unpaid? Unpaid
• Is this an essential personnel position? No
• Is this position on standby? No

Supervision Received: The Administrative Assistant will report directly to Operations Manager with dotted line to the Assistant Dean for Administration and Finance and Department Chairs.

Supervision Received: None

Application Instructions:

Please apply online with your resume, cover letter and list of three professional work references.

Review of candidates will begin following the application closing date.

Grade:17

This is a non-exempt union position.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the ADA/504 Coordinator Andrea Haas or 617-287-5148.