Human Resources Employment Opportunities

Office Assistant

Apply now Job no: 516568
Position Type: Staff Full Time
Campus: UMass Boston
Department: Academic Support Programs
Pay Grade: 13
Date opened: Eastern Daylight Time
Applications close: Eastern Standard Time

General Summary: 

The Office Assistant will provide general administrative support for the Academic Support Service and Ungraduated Studies Unit (Academic Support Programs, Academic and Career Engagement and Success (ACES), and Undergraduate Studies).  The incumbent will assist students in person and via phone, answering and providing routine information pertaining to academic and office policies and procedures; retrieve and respond to voicemail; organize and maintain office supplies; and receive, sort and distribute mail.  S/he will also monitor appointments and drops-ins and notify the staff when appointments arrive; manage the calendar and schedule appointments; and assist with the development and maintenance of an office master calendars.  The Receptionist will also provide routine administrative support to the unit.

Examples of Duties: 

  • Assist students in person, e-mail and via phone, answering and providing routine information pertaining to academic and office policies and procedures;
  • Provide general administrative support for the Academic Support Service and Undergraduate Studies Unit; organize and maintain office supplies; ensure sufficient operation of all office equipment; retrieve and respond to voicemail and update out-going voicemail greeting, as needed; and receive, sort and distribute mail;
  • Maintain reception area and ensure adequate front desk coverage, based on the anticipated student traffic; may interview, train and supervise the performance of work study students, with the assistance of the Assistant Vice Provost;
  • Maintain and enter data into respective databases;
  • As needed, monitor student employee hours and submit to Business Center for processing; notify Business Center when supplies are running low and additional items needed to ensure the smooth operation of the reception area;  request meeting space, ordering of food for meetings and trainings;
  • As needed, provide administrative support to Unit staff in the completion of projects, including organizing telephone and email advising outreach, distributing flyers and brochures, making appointments for personnel applicants and organizing hard copy data of withdrawn students;
  • Managing technology such as Zoom, Handshake, and Scheduling software
  • Perform other duties as assigned.

Qualifications: 

Incumbents must have at least one year of office experience. 

  • Knowledge of the types and applications of standard office procedures and practices;
  • Knowledge of Microsoft Office and other office software;
  • Ability to understand and apply the laws, rules, policies and procedures governing the assigned unit activities;
  • 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;
  • Ability to communicate effectively both orally and in writing;
  • Ability to give written and oral instructions in a precise, understandable manner;
  • Ability to work accurately with names, numbers, codes and/or symbols;
  • Ability to maintain accurate records;
  • Ability to establish and maintain harmonious working relationships with others and to deal tactfully with others;
  • Ability to exercise discretion in handling confidential information;
  • Ability to work effectively in a high-volume area;
  • 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: 13

Hourly Rate: $21.20

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. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons.

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 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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