Administrative Assistant II - Advancement Services

POSITION TITLE: Administrative Assistant II

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

The Administrative Assistant II provides support for the Assistant Vice Chancellor for Advancement Services and ensures that the Office of Advancement Services runs efficiently and delivers correct and timely work products in the areas of biographical data maintenance, gift and pledge processing, prospect research and management, as well as reporting and analytics; oversees two support staff members' work and student employees; corresponds with donors and other campus stakeholders related to gift processing. The incumbent is required to be a highly proficient and knowledgeable user of various Advancement information systems, Microsoft Office suite, and other University administrative systems.

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 the student population.

SUPERVISION RECEIVED: Assistant Vice Chancellor for Advancement Services

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Serve as the primary support person for the AVC for Advancement Services. Coordinates travel, reimbursements, calendars, appointments, purchase requisitions, contact reports entries, requests for data/information/reports, preparation of proposals and other assignments that support the critical work of the department
• Generate the weekly Chancellor's Advancement Activities Report that includes donor background information and their gifts or pledges of $5,000 or more received in the previous week for review by the Donor Relations and Advancement Services teams
• Keep up-to-date and knowledgeable of policies and procedures to provide guidance on gifts and process pledges per IRS regulations and the Council for Aid to Education reporting standards
• Oversee the clerical staff positions in the Office of Advancement Services, including training and work assignments. Verify work products and provide feedback regularly to improve work methods
• Review and analyze data to ensure the accuracy of donations and information updates from all sources, assign tasks and projects to department administrative staff for data entry, and prepare backup documents as required or necessary
• Coordinate with Central Payroll to set up employee payroll deduction pledges for charitable contributions to the University
• Prepare the monthly 3rd Party Reconciliation Report with data from CyberSource and PeopleSoft
• Organize, and maintain filing systems and confidential records including extensive hard copy and computerized files of background information and data relevant to donors, projects, and proposals within the sphere of interest of the office to ensure prompt data retrieval
• Process credit card donations using a point-of-sales device and confirm matching gifts via the donor's employer verification sites. Take the required PCI compliance training annually
• Coordinate with the Advancement Accountant to create new allocation codes as appropriate for new gift designations and denote appropriate peripheral codes for each new allocation in the Advancement information system
• Prepare ProCard statement reports for Advancement Officers with supporting documents and submit to BuyWays
• Prepare invoices for corporate sponsors or to collect affinity program fee
• Provide support at Advancement events to process credit card transactions and check-in guests
• Run notifylists for employees, students, and faculty and upload them onto Marketing Cloud using a standard SFTP tool
• Adopt new technologies and information systems acquired for the Advancement operations to be a highly proficient user and train others, including but not limited to Advance, iModules, Cybersource, GiveCampusGradAdvance, Lexis/Nexis, ObituaryData, MIP accounting, and EverTrue
• Hire, train, coordinate, schedule and assign tasks to student workers, including the processing of department time and attendance reports
• Coordinate with prospect research staff to compile and prepare briefing reports for the Chancellor or the President's Office on event attendees
• Respond to general inquiries by providing appropriate information regarding university and Advancement Services activities and procedures
• Provide administrative assistance to senior management staff as directed
• Serve as backup for other administrative staff as directed
• Perform other job-related duties that may be assigned.

QUALIFICATIONS 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 use of general office equipment
• Ability to understand, explain and apply the laws, rules, policies, procedures, specifications, standards, and guidelines governing assigned unit activities
• Ability to analyze and determine the applicability of data, to draw conclusions, and to 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 a logical sequence
• Ability to assemble items of information following established procedures
• Ability to determine proper format and procedures 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 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
• Knowledge of the principles, practices and techniques of supervision

QUALIFICATIONS ACQUIRED ON JOB:

• Knowledge of laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities
• Knowledge of proper telephone procedures for making and receiving agency calls
• Knowledge of 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 the laws, rules, policies, and procedures governing Federal Grant Administration
• Knowledge of state procedures governing the purchasing and requisitions of supplies and equipment
• Knowledge of state accounting and budgetary procedures including terminology
• Knowledge of principles, practices, and techniques of supervisors

MINIMUM ENTRANCE REQUIREMENTS:

Applicant 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 simplifications, grants management, contract administration, or program management

(B) any equivalent combination of the required experience and the substitution cited in the Massachusetts Classification Specifications found below:

I. An Associate's or higher degree with a major in business administration, business management, or public administration may be substituted for a maximum of two years of 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 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.

DEPARTMENT: Advancement Services

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED: No

SALARY: $58,328.14 - $82,294.94

HOURS: M-F

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 October 8, 2024.

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