Human Resources Employment Opportunities

Program Assistant

Apply now Job no: 515919
Position Type: Staff Full Time
Campus: UMass Boston
Department: Institute Community Inclusion
Pay Grade: 28
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time

General Summary: 

The Education and Transition Program Assistant will work closely with all members of the Education and Transition team to support activities related to training, technical assistance, dissemination, project coordination, and grant management. The Program Assistant will support project staff from within a distributed work environment, including staff and programs in various states and time-zones. The Program Assistant will take a lead role in organization of project support activities. The incumbent will balance multiple priorities for project staff and provide a high level of attention to detail in the execution of data entry and organizational tasks. The incumbent will utilize online project management software and other tools to organize and support project activities

Examples of Duties: 

  • Support the Education and Transition Team in the implementation of all program activities to ensure that program objectives are being met, which includes note taking and/or maintaining meeting transcripts and organizational task follow up;
  • Support event logistics for webinars and face to face training events (may include occasional national travel), including registrations, set up and clean up of materials/food, onsite coordination, accommodations requests and coordination, and communication with registrants via email and phone;
  • Develop and maintain an inventory of in-office/printed project publications and supplies/materials as well as a calendar of events of all project activities and a calendar of project staff schedules;
  • Update the program website pages with simple script entries and updates as requested;
  • Order supplies and materials, project publications, and coordinate shipping and receiving for events and for project staff;
  • Provide support to the Grant administrator and/or project coordinator on tasks related to invoices, purchasing, monthly budget reports and annual budget reporting to funders;
  • Create systems for information gathering and synthesis of data using Google Docs, Sheets, Forms, and Slides and Microsoft Excel;
  • Conduct online research using publicly available information to gather and synthesize work-related information needs ;
  • Submit and manage Provide support for travel and expense reports for project staff;
  • Use and organize files/links/tasks in project management software (TeamWork), including monitoring task lists and file storage and related project management tasks.
  • Participate in regular professional development to stay current on software products used in the position
  • Participate in professional development related to inclusive postsecondary education to stay informed of issues related to inclusion and the supports and services available for individuals with disabilities and individuals from diverse linguistic and ethnic backgrounds as it pertains to position responsibilities.
  • Perform other duties as assigned;

Qualifications: 

Bachelor’s Degree and a minimum of three years of administrative experience required, preferably in an academic or non-profit setting. An additional four years of the above work experience can be substituted for the required Bachelor’s Degree. Demonstrated proficiency with Google and Microsoft office tools and platforms.

A hybrid of in-office/remote arrangement may be considered. Must be able to lift at least 45 lbs. The ideal candidate will possess:

  • Excellent organization skills and attention to detail;
  • Strong initiative and independent problem-solving skills and ability to enlist the cooperation of others as needed;
  • Experience with standard administrative software applications, including Microsoft Excel, PowerPoint and Word as well as cloud storage;
  • Experience with developing systems for gathering data (qualitative and quantitative) and data entry;
  • Experience with basic photo/video editing, graphics creation and Google products such as Docs, Sheets and Drive.
  • Experience implementing standard administrative and operational procedures;
  • Experience with basic web-editing and web-based research;
  • Familiarity with or willingness to learn project management software;
  • Experience working in a distributed team environment supporting off-site staff and coordinating with administrative offices;
  • Experience maintaining accurate records and acting with discretion, good judgment, and confidentiality;
  • Ability to be flexible and to shift priorities as needed;
  • Ability to manage multiple concurrent priorities;
  • Ability to work independently and with minimal on-site supervision;
  • Knowledge of inclusive higher education and intellectual disability is a plus.

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: 

Grade:28

Salary Ranges

This is an exempt union position. This is a grant funded position with a current end date of 9/30/2024, subject to renewal contingent on funding and university needs.

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. 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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