General Summary: 

The Administrative Assistant within the Gerontology Institute will provide administrative and research development support for the Director of Finance, Grants and Operations, as well as the Director of the Gerontology Institute and research faculty within the Gerontology Department, to promote and ensure the efficient operations of research development, programs and projects. The incumbent will be responsible for coordinating and providing administrative support for all grant submissions,and will prepare and assist with answering correspondence and other communications. S/he will also be responsible for assisting with the development and management of the Office of Research's annual budget; and for serving as BankCard holder for the office, purchasing supplies. Assist with payroll and adding suppliers and creating requisition via Buyways for active research projects through multiple grants.

Examples of Duties: 

• Provide administrative and research development support for all Gerontology Institute and research faculty; coordinate and provide administrative support for all grant submissions; develop and format bio sketches and with supervision and consultation by the Director of Finance, Grants and Operations, assist with the successful completion of the grant in a timely manner;
• Prepare and assist with answering correspondence and other communications accurately and in a timely manner to meet the needs of internal and external customers in accordance with university policies and procedures, to provide a high-level of customer service excellence and to maintain communication between the university and the department and/or work unit; draft memos and respond to routine inquiries;
• Responsible for regular communication for visiting presenters and provide assistance with travel arrangements and lodging accommodations; reimbursement and/or honorarium via Buyways.
• Assist with the development and management of the Office of Research's annual budget; prepare spreadsheets and monitor budget expenditures; maintain records of procurement purchases, process HR hires, and manage reallocations into appropriate funding account; complete and submit travel and business expense reimbursements for research faculty travel;
• Serve as BankCard cardholder for the Gerontology Institute; with consultation from the Director of Finance, Grants and Operations, purchase supplies and materials for active research projects through multiple grants; create purchase orders, journal entries and distribution vouchers that allow for the process or transfer of payment; maintain ProCard activity log of all purchases, obtain and maintain original itemized receipts, complete necessary forms and reconcile statements within Concur on a monthly basis in compliance with university and grant regulations, policies and procedures; reallocate all BankCard transactions to different departmental funding sources, as well as to appropriate grants;
• Establish and maintain filing system that allows for the efficient storage and retrieval of documents; maintain records including reports, payroll timesheets, and policies for the Office of Research within the Gerontology Institute
• Develop and maintain database of faculty development and productivity, student and hourly payroll and research development;
• Establish and maintain a calendar of recurring tasks; oversee the general appointment scheduling and calendar of the Director of Finance, Grants and Operations
• 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 is required. Collaborative Institutional Training Initiative (CIT!) certification is preferred.

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities;
• Knowledge of the principles, practices and procedures of office management, including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation;
• Knowledge of the types and uses of agency databases, documents and forms;
• Knowledge of software applications, including Microsoft Office software and database management;
• Knowledge of the types and applications of standard office filing systems;
• Ability to establish and maintain effective and efficient office procedures;
• 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 to  make appropriate recommendations;
• Ability to assemble items of information in accordance with established procedures and determine the proper format and procedures for assembling items of information;
• Ability to prioritize, organize, manage and complete multiple projects according to established timelines;
• Ability to follow guidelines and procedures, as well as written and oral instructions;
• Ability to communicate effectively both orally and in writing, with proofreading skills;
• Ability to give written and oral instructions in a precise, understandable manner;
• Ability to maintain accurate records;
• Ability to establish and maintain harmonious working relationships with others and to deal tactfully with others;
• Ability to research and navigate the internet and social media;
• Ability to exercise discretion in handling confidential information.
• Ability to exercise sound judgment;
• Ability to multi-task and prioritize;
• Strong interpersonal and organizational skills;
• Strong customer service skills.

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               Hourly Rate: 29.91

This is a non-exempt union position.

All official salary offers must be approved by Human Resources.

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.