Administrative Assistant I
Job no: 497873
Position Type: Staff Part Time
Campus: UMass Boston
Department: Confl Res Hum Sec & Globl Gov
Pay Grade: 15
Date opened: Eastern Standard Time
Applications close: Eastern Standard Time
The part-time Administrative Assistant for the Department of Conflict Resolution, Human Security and Global Governance will provide administrative support, facilities management, and data management for the department and its several growing graduate programs and centers, including day-to-day clerical, purchasing, event planning, and technical support. Under the direction of the Program Managers and graduate program directors, and under the supervision of the department chair, the incumbent will also assist with tenured and tenure-track professors, lecturers, part-time faculty, current students, potential students and alumni, in a fast-paced office environment.
Examples of Duties:
- Provide administrative support for the Department of Conflict Resolution, Human Security and Global Governance, as well as its several graduate programs and two centers; greet and direct visitors; receive and direct internal and external phone and e-mail inquiries from current and/or potential students and when necessary, route inquiries to appropriate person; receive, sort and distribute mail; prepare routine correspondence; attend and take notes at department meetings;
- Respond promptly to internal and external inquiries to provide information concerning department activities and programs;
- Attend to student services, including degree progress tracking, helping students with departmental and university forms, and assisting in other student concerns as needed;
- Maintain office supplies to meet the needs of the department; maintain and order office equipment, when necessary;
- Maintain ProCard for the department; reconcile monthly ProCard statements to adhere to and comply with university and grant regulations, policies and procedures; recharge appropriate account for items purchased to ensure a balanced budget and to adhere to and comply with university and grant regulations, policies and procedures; maintain all documentation related to purchases to ensure proper documentation for audit purposes;
- Create and process transactions for department purchases of goods, equipment and services, including speaker honoraria; maintain appropriate records in accordance with department, college and university policies;
- Maintain and develop confidential records, both paper files and databases, of faculty, potential students, alumni, and current students’ enrollment and progress; create new systems, when needed;
- With the program managers, support the recruitment efforts of the graduate programs, including updating and maintaining inventory of department and program promotional materials and using CRM (salesforce) to manage prospect database and communication;
- Provide technical assistance regarding printers, copier, fax, and desktop computers, or interface with college or university information technology staff for resolution;
- Create and process employee travel-related forms for reimbursement;
- Prepare and gather information for human resources action forms for non-faculty employees; research required information in order to complete forms, including budgetary information to ensure accurate employment records, to ensure that employees are paid accurately and to ensure that funding for the position is coming from the appropriate account; maintain department human resources records;
- Under direction of the program managers, coordinate and promote department and program events, including making space reservations, designing, printing and posting promotional flyers and determining menus and ordering refreshments;
- Serve as point person for departmental space management and interface with facilities regarding the needs of faculty, research assistants and staff;
- Create and maintain databases and mailing lists; gather, update and enter information to retain current, accurate, organized and accessible records, to keep supervisor and departmental staff abreast of departmental functions and to adhere to university policies and procedures;
- Under direction of the program managers, update department and program websites and other related social media outlets, including Facebook; send bi-weekly e-mail newsletters through Constant Contact;
- Maintain the libraries of capstone and masters projects, theses, syllabi, and course readings;
- Provide administrative support for admission process, dissertation tracking, court reporting, faculty searches, faculty tenure reviews and confidential course evaluations;
- Perform other duties as assigned.
Applicants must have at least two (2) years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management required. The incumbent may be required to work occasional evenings to support department events.
- Experience with FileMakerPro, Microsoft Office, PeopleSoft and Google docs preferred.
- General accounting experience preferred.
Knowledge, Skills and Abilities:
- Knowledge of Microsoft Office including Excel and other administrative software applications;
- Knowledge of database programs such as Filemaker;
- Knowledge of the principles and practices of office management;
- Working knowledge of social media vehicles, including Facebook, twitter, LinkedIn;
- Working knowledge CRM and HTML tools such as Salesforce and Constant Contact;
- Ability to determine proper format and procedures for assembling items of information;
- Ability to work effectively as part of a team with both individuals from within and outside the university;
- Ability to maintain a high level of confidentiality and work with confidential and time sensitive information and materials;
- Ability to exercise sound judgment;
- Ability to work in a fast paced work environment;
- Demonstrated ability to manage multiple tasks simultaneously;
- Strong analytical, organizational, problem solving and interpersonal skills;
- Strong oral and written communication skills;
- Strong commitment to customer service.
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.
Bi-Weekly Salary: $1, 455.89.
Part-Time (32 hours/week) appointment.
Applications close: Eastern Standard Time
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All official salary offers must be approved by Human Resources.
The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.
The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.