Human Resources Employment Opportunities

Administrative Coordinator

Apply now Job no: 507584
Position Type: Staff Full Time
Campus: UMass Boston
Department: Art
Pay Grade: 29
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time

General Summary: 

The Administrative Coordinator is responsible for maintaining the daily administrative tasks, purchasing, financial and human resources support functions for the Art Department. The incumbent will interact daily with the full-time staff, full-time faculty, along with part-time/adjunct faculty, student employees and numerous undergraduate students and will provide them with direct administrative and financial support. 

Examples of Duties: 

  • Oversees all departmental, as well as sponsored project accounts and startup funds. Completes all purchasing activities, financial transactions, travel arrangements, purchase orders on BuyWays, disbursement vouchers, manages funding reallocations and all other appropriate payment duties;
  • Serves as Procard cardholder for the department and maintains Procard activity log of all purchases; receive and maintain original itemized receipts for items purchased, as well as department events and other department expenses and complete necessary forms for payment; reconcile statements in compliance with university regulations, policies and procedures; reconcile all Procard purchases for all Procard holders in the Art Department;
  • Provide assistance to the Department Chair on efforts to be taken in order to maintain and ensure a balanced budget; run ad-hoc financial reports; prepare year-end reports on the department budget;
  • Serve as point person for all human resources related matters; complete, process and submit personnel action and additional compensation forms for all staff within the department; serve as department timekeeper; manage faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process; may assist in the hiring of new office staff members by participating on search committees, as requested;
  • Prepare non-tenure track faculty contracts each semester; forward completed forms to CLA Dean’s Office for review and signature;
  • Review all faculty personnel files, including 4th year review, tenure and promotion reviews for accuracy prior to submitting to the Dean for review;
  • Evaluate art majors’ records for fulfillment of major requirements; evaluate graduation requirements for seniors; identify incorrect information entered into the WISER system and make recommended corrections to ensure that student records are correct and meet graduation requirements;   
  •  Prepare course schedules and open lab schedules each semester and submit to Chair for approval; maintain a balanced schedule that allow for students to register for various courses on different days and times and to ensure that students have a choice of taking various classes; schedule lab technicians to ensure that sufficient  laboratory technicians are available to cover all scheduled labs;
  • Serve as principal contact for all inquiries from current and prospective students, as well as the general public, regarding the Art Department;
  • Coordinate departmental events relating to the Art department;
  • Perform other duties as assigned.

Qualifications: 

Bachelor’s Degree and at least three years of experience in business and/or program administration, preferably in an academic institution, of which at least two years included for managing an office.  Experience with PeopleSoft, WISER or general accounting is preferred.  Prior experience in budget and fund management is preferred.  Strong commitment to the arts preferred.  General knowledge of and/or experience with university art curricula and art organizations preferred. 

  • Knowledge of standard office procedures, as well as office software and applications;
  • Proficiency with database applications and spreadsheets;
  • Ability to manage and supervise student employees;
  • Ability to oversee multiple tasks under time constraints;
  • Ability to be flexible and adapt to change, growth and complexity;
  • Ability to establish and maintain harmonious working relationships with others and to deal tactfully with others;
  • Ability to exercise sound judgment;
  • Familiarity with academic language, culture and institutional protocols;
  • Strong attention to detail.

Application Instructions: 

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

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Salary Ranges

This is an exempt position. 

All official salary offers must be approved by Human Resources.

Applications close: Eastern Daylight 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 legally 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.

UMass Boston normally does not provide H-1B visa sponsorship for non-academic positions.

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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