Human Resources Employment Opportunities

Administrative Assistant I

Apply now Job no: 514154
Position Type: Staff Full Time
Campus: UMass Boston
Department: Engineering
Pay Grade: 15
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time

General Summary: 

The Administrative Assistant will provide administrative support to the Department of Engineering, within the College of Science and Mathematics.  The incumbent will answer and respond to inquiries concerning departmental programs; greet and provide routine information to students; maintain and keep current student records and departmental files; and will assist students with registration on WISER. 

Examples of Duties: 

  • Provide administrative support for the Engineering Department and serve as first point of contact for the department; greet and direct visitors; receive and direct internal and external phone and e-mail inquiries, and when necessary direct inquiries to appropriate staff persons or faculty members; receive, sort and distribute mail to appropriate individual;
  • In accordance with state policies, file and maintain all reports and records, educational materials, program documents, and human resources paperwork;
  • Maintain and keep current student records of recent graduates and current majors and alumni;
  • Serve as contact person on student enrollments; assist Engineering and other College of Science and Mathematics (CSM) students with registration on WISER; consult with the department chair or other faculty on non-routine issues of individual student’s qualifications for Engineering courses and programs; monitor course section enrollments during registration periods and inform the Chair or appropriate faculty of developing enrollment problems;
  • Assist Engineering Department Chair with process for declaring a major or minor in Engineering; respond to faculty advisors on issues of graduation checklists and similar matters concerning student academic status;
  • Work cooperatively with faculty and students in organizing and managing departmentally sponsored professional and academic events, such as meetings, student presentations, and departmental celebrations;
  • Work collaboratively with the administrative assistants in other CSM departments on joint issues and programming;
  • Work collaboratively with the Engineering Department Chair to create and implement course schedules; edit and modify course schedules in WISER; update courses and exams schedules as needed; work with CSM Dean’s office staff and Registrar’s office to ensure information accuracy;
  • Coordinate Engineering course evaluations each semester;
  • Under the supervision of the Administrative Manager, assist with purchase orders and purchasing for faculty and other departmental staff as needed; keep files and other paperwork for purchasing in accordance with university policies when applicable;
  • Assist the Administrative Manager as requested, in retrieving financial data (e.g., Summit), monitoring credit card or other purchase accounts, and ordering supplies;
  • Prepare Electronic Personnel Action Forms for new student hires (e.g., work-study students) and visiting scholars; assist with any additional Human Resources paperwork as necessary; perform payroll and other time and attendance duties, including entering time for all student workers;
  • Under the supervision of the Administrative Manager, assist with the hiring paperwork for external grant-funded staff; coordinate between ISSO, departmental staff, ORSP, HR and other applicable offices to ensure paperwork is done correctly and timely;
  • Hire and supervise student workers reporting directly to the Engineering main office;
  • Assist with the development of marketing materials and strategies aimed at ensuring students and prospective students are aware of the department’s programs and services;
  • Edit and maintain departmental webpages and other social media platforms;
  • Assist the Chair and faculty chairs of the Personnel and Merit Committees with collecting and processing of Annual Faculty Reviews (AFRs), faculty reviews, tenure files, and similar materials related to faculty review processes; serve as coordinator with the Chair and Committee Chair for any faculty searches;
  • Perform other duties as assigned. 

Qualifications: 

Incumbent must have at least two (2) years, or equivalent part-time, experience in office management, office administration, business administration or business management required.  Prior experience working in and/or within an academic  environment is preferred.  Experience with WISER or similar applications preferred. 

  • Knowledge of standard office procedures and practices;
  • Knowledge of office software, including Microsoft Office suite, with the ability and willingness to learn new programs;
  • Ability to follow oral and written instructions and to learn, understand, explain and apply the rules, regulations, policies and procedures governing the department and the university;
  • Ability to provide administrative support in a busy environment with tact and diplomacy;
  • Ability to follow oral and written instructions;
  • Ability to organize and maintain accurate records, in electronic form when feasible;
  • Ability to meet deadlines, complete tasks in a timely manner and prioritize tasks while respecting deadlines;
  • Ability to work and communicate effectively with a diverse population, including faculty, staff and students;
  • Ability to gather information from various sources and to interact with personnel across various offices;
  • Ability to exercise discretion in handling confidential information;
  • Ability to create and handle e-mail and distribution lists;
  • Strong oral and written communication skills;
  • Strong interpersonal and organizational skills;
  • Strong attention to accuracy and detail;
  • Strong commitment to 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.

Grade:15

Hourly Rate: $23.20

This is a non-exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston requires all employees to be vaccinated against COVID-19 and to confirm proof of their vaccination status including booster. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons. Regardless of vaccination status, you must wear a face covering in public indoor spaces on campus.

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.

UMass Boston requires all employees to be vaccinated and to confirm proof of their vaccination status. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons. Regardless of vaccination status, you must wear a face covering in public indoor spaces on campus.

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