Human Resources Employment Opportunities

Administrative Assistant - Part Time

Apply now Job no: 504647
Position Type: Staff Part Time
Campus: UMass Boston
Department: English
Pay Grade: 17
Date opened: Eastern Standard Time
Applications close: Eastern Standard Time

General Summary: 

The part-time Administrative Assistant will serve as the first point of contact for and coordinate and provide administrative support functions to the English Department’s undergraduate graduate programs.  The incumbent will provide routine and timely information and assistance to students regarding departmental programs and requirements; will liaise with internal and external constituents to exchange information, resolve problems and/or facilitate progress of departmental programs, functions and activities; and will also provide back-up administrative support to other areas of the department, as requested. 

Examples of Duties: 

  • Serve as first point of contact for and coordinate and provide administrative support functions to the English Department, with an emphasis on the departmental undergraduate programs; greet and direct visitors; receive and direct internal and external phone and e-mail inquiries; receive, sort and distribute mail  and deliveries to appropriate individual within assigned unit; prepare routine correspondence; provide routine and timely information and assistance to students regarding departmental programs and requirements; coordinate distribution of program information to applicants, students, and faculty;
  • Provide administrative and logistical support to departmental staff in scheduling and arranging for meetings,conferences and special events, including handling technology issues that may arise; maintain calendars;
  • Serve as ProCard cardholder for the undergraduate programs; maintain Procard activity log of all purchases; receive and maintain  original itemized receipts for items purchased, as well as travel arrangements and events and complete necessary forms for payment; reconcile statements in compliance with university regulations, policies and procedures; complete funding reallocations;
  • Coordinate efforts with internal and external departments and customers, as well as faculty and student, to exchange information, resolve problems and/or facilitate progress of departmental programs, functions and activities; connect incoming and current students with student support offices as necessary;
  • Assist in updating departmental forms and guides, including but not limited to updating and distributing all advising guides and forms to faculty advisors and English majors/minors;
  • Manage and update the undergraduate program’s website with internships, career opportunities, alumni corner, advising materials and event announcements; develop the department’s social media presence and reach out to alumni through social media as needed; maintain email lists of all department majors/minors/faculty/staff and send out official communications to such lists;
  • Assist with event planning and implementation for program events, including University Welcome Day and Open House events, as well as end of the year celebrations of research and teaching; assist the Departmental Manage rand Graduate Program Manager in arranging for guest speakers; assist in creating flyers and other publicity materials as needed;
  • Prepare and send out reminders regarding specific departmental opportunities and deadlines; prepare necessary materials for prize competitions and communicate with applicants and faculty judges of prize competitions;
  • Serve as point-person for all new faculty hires; orient new and visiting faculty to the department, support onboarding and secure work space, as well as e-mail and telephone access and access to required software applications, when appropriate;
  • Coordinate the production of departmental documents and forms, including copying, collating, binding and disseminating in hard copy or electronic of completed reports to appropriate parties; create, tally and scan evaluation packets for undergraduate courses;
  • Assist in the creation of a monthly newsletter with fresh information regarding upcoming events, advising opportunities and campus and other program information; prepare communications for the annual undergraduate student literature conferences;
  • Provide assistant to student groups such as the undergraduate student club;
  • Provide coverage to other parts of the department in the absence of other administrative support staff;
  • Perform other duties as assigned.

Qualifications: 

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

Preferred Experience

  • Experience working with university applications, including but not limited to, PeopleSoft, Buyways and 25Live preferred. 

Knowledge, Skills and Abilities:

  • Knowledge of Microsoft Office Suite, as well as web site maintenance software;
  • Knowledge of standard office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation;
  • Knowledge of software applications, including office software and database management;
  • 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 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 write concisely, express thoughts clearly and develop ideas in a logical sequence;
  • 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 follow guidelines and procedures, as well as written and oral instructions, as well as give written and oral instructions in a precise, understandable manner;
  • Ability to communicate effectively both orally and in writing;
  • 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 highly confidential information.
  • Ability to exercise sound judgment;
  • Ability to multi-task and prioritize tasks while respecting multiple deadlines;
  • Strong interpersonal and organizational skills;
  • Strong customer service.

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.

Bi-Weekly Salary: $972.49

Part time, 50% time (18.75 hours weekly)

All official salary offers must be approved by Human Resources.

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.

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