Human Resources Employment Opportunities

Administrative Assistant II (Labor Resource Center)

Apply now Job no: 516844
Position Type: Staff Full Time
Campus: UMass Boston
Department: Labor Resource Center
Pay Grade: 17
Date opened: Eastern Standard Time
Applications close: Eastern Standard Time

General Summary: 

The Administrative Assistant for the Labor Resource Center and the Labor Studies Program is responsible for providing and coordinating routine administrative-support functions to facilitate the progress of the Labor Resource Center and the Labor Studies major, minor, and certificate. The incumbent will interact daily with full-time faculty and staff, along with part-time/adjunct faculty, graduate and undergraduate teaching assistants, and undergraduate students, providing them with direct administrative and financial support. They will monitor Center finances and human resource needs for the LRC and Labor Studies major, minor, and certificate; will assist the Director in the scheduling of class sections throughout the year; will assist LRC faculty/staff in the day to day operations of the Center, the Labor Extension Program, research activities, fundraising activities, and events; will help lead student recruitment and retention for the Labor Studies undergraduate degree and for the Certificate in Labor Leadership.   The Administrator will serve as the LRC property administrator, working with relevant University units to ensure the smooth on-boarding of new personnel. Incumbent will also supervise student employees and interns.

Examples of Duties: 

  • Provide, coordinate and oversee all administrative-support functions for the Labor Resource Center to exchange information, resolve problems and/or facilitate progress of the Center's programs, functions and activities; assess administrative procedures and make recommendations for improvements; maintain the center's presence online and in social media;
  • Perform all regular functions for the financial management of the Center, including maintaining multiple budgets, disbursement of grant funds and all related files and logs to ensure the Center's adherence to university policies and procedures, as well as to grant deadlines; track expenses and reconcile and report monthly budget figures to the Director; process all purchase orders in PeopleSoft; maintain the Center's ProCard and reconcile purchases monthly;
  • Assist Director in budget management and planning; prepare projected line item budget to account for major changes; responsible for monitoring the finances and human resources needs of the LRC’s undergraduate programs including 1 major, 1 minor, and the Certificate program; assure faculty know proper policies and procedures for allowable purchases; provide regular reminders regarding what expenses are allowable; maintain accurate knowledge of University policies and procedures regarding financials; update faculty when policies or procedures are adjusted; handle all finances and financial tasks such as tracking monthly/annual finances; process all financial reimbursements for faculty, staff, and students for purchases made with the LRC, RES, FSU, Dean’s Office Funds, etc.;
  • Process all human resources paperwork and related requests; serve as timekeeper; assist with faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process; may assist on search committees and working groups as requested;
  • Prepare non-tenure track faculty contracts each semester and coordinate with Dean’s Office for review and signature;
  • Coordinate the assignment of non-tenure track faculty to offices, making changes as needed to accommodate teaching and office hours schedules; manage key requests for all faculty, staff, and student employees; ensure that personnel has access to the proper rooms; remind personnel to return keys that are no longer needed;
  • Schedule and coordinate Labor Resource Center events, including guest speakers, panel discussions and recruitment events; determine appropriate space and technology needs; identify and reach out to partners for co-sponsorship to assist in promoting the event and providing financial support;
  • Communicate with vendors and event partners on a regular basis to ensure that all event needs are met and to ensure the success of the event; may assist in the promotion of the event by distributing information and updating both departmental website and/or social media sites to publicize the event; maintain all relevant files, including expenditures, and information associated with such event;
  • Serve as point person for student retention and recruitment for the Labor Studies Bachelor's Degree and Minor, as well as the Labor Leadership Certificate program to provide accurate information about the academic requirements; work with CLA advisors to assist current and prospective students;
  • Serve as liaison with alumni, as well as union and community partners in the greater- Boston area to identify potential students; attend career events and outreach events and participate in all university sponsored transfer and open house events representing the Labor Resource Center;
  • Purchase departmental supplies, goods and services to meet unit and/or departmental needs; maintain inventory levels of departmental supplies to ensure adequate supply levels;
  • Serve as ProCard cardholder for the LRC and maintain ProCard activity log of all purchases; receive and maintain original itemized receipts for items purchased, as well as travel arrangements, events and other expenses and complete necessary forms for payment; reconcile statements in compliance with university regulations, policies and procedures; complete funding reallocations; prepare and process purchase orders and disbursement vouchers;
  • Work with faculty/staff on critical and sensitive projects, which may require multiple deadlines, such as fourth-year, tenure, and post-tenure reviews, as well as faculty promotion cases, AQUAD assessments, Annual Faculty Reports (AFRs) and other reviews; compile candidate tenure and promotion files and process according to standardized University policies and procedures;
  • Oversee the student course evaluation process at the close of each semester; Maintain updated Center and student files to include course evaluations, student advising folders, and personnel related documents both in paper and electronically as needed; manage document storage;
  • Assist the faculty course scheduler in the scheduling of class sections, including entering scheduled course information in the University’s scheduling system and updating the schedule as changes are needed prior to the start of each semester; facilitate classroom changes for faculty whose classrooms do not meet their teaching needs;
  • Serve as Center property and IT administrator and work with relevant departments to ensure the smooth on-boarding of new staff; ensure that all new hires receive e-mail and telephone access and appropriate office space, as well as access to required software applications, when appropriate; serve as point person regarding equipment issues and office moves/logistics;
  • Coordinate advising of undergraduate students; provide assistance to students with regards to course registration questions, providing major/minor declaration forms, and assigning students to faculty advisors; maintain an active list of faculty advisors; create and disseminate advising materials to students and faculty each term; provide basic programmatic information to students upon declaration of major or minor; assist faculty in troubleshooting in the event degree audit does not read correctly; liaise with contacts in the Registrars’ Office to adjust student degree audits; process program exception forms when necessary;
  • Maintain and update LRC website and social media;
  • Coordinate the administrative support for the Bricklayers Scholarship Review; manage the review process including working with the Bricklayers Local to set the schedule and protocols for applicant review; follow-up with all applicants to ensure that all applications are completed; collect and enter data in scholarship review database; recruit and supervise labor studies alumni volunteers to assist in the coordination of alumni fundraising outreach;
  • In conjunction with the Center's Director, coordinate the annual fundraising campaign; serve as Center lead on scheduling the annual appeal production and mailing, scheduling phone bank follow-up and coordinating the participation of alumni in the fundraising efforts;
  • Hire, train and supervise student employee responsible for updating and maintaining the three interfacing databases for the Center, including the general database, student inquiry/current student database and the Labor Extension Program database; assign work, monitor work performance and review work upon completion;
  • Attend and/or represent the LRC at appropriate university meetings, as requested;
  • 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. Experience with general accounting is preferred.

Preferred Qualifications:

  • Knowledge of or experience with University or Department protocols, projects, and online systems is preferred.

Knowledge, Skills and Abilities:

  • 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. Software and systems which will be used by the applicant on a daily basis include Word, Excel, WISER, Blackboard, HR Direct, Buyways, Summit, Zoom/Skype, and Constant Contact. Experience with Adobe Creative cloud is also necessary.
  • 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 communicate effective both orally and in writing and to maintain communication with internal and external program constituencies;
  • Ability to supervise the work performed by others;
  • Ability to follow guidelines and procedures, as well and written and oral instruction, as well as give written and oral instructions in a precise, understandable manner;
  • 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 judgement;
  • Ability to multi-task and prioritize tasks while respecting multiple deadlines;
  • Strong interpersonal and organizational skills;
  • 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: 17             

Hourly Rate: $25.93

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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