General Summary: 

The Administrative/Program Assistant will work under the supervision of the Administrative Coordinator at a research institute to support activities related to personnel, purchasing, and regular office operations. S/he will utilize university online administrative software for purchasing goods and services and related expense reports, and for timekeeping. The Assistant will interface with new or current staff, suppliers and consultants as necessary in relation to these administrative activities. S/he will assist with contacting other departments on campus for assistance in office or staff operations. In addition, s/he may be asked to assist in organizing occasional on-campus or virtual events. The position may be a mix of in-person and remote work.

Examples of Duties: 

• Create purchase orders for approved purchases and services.
• Submit accounting reports for credit card and travel expenses.
• Collect and report working hours for temporary and student employees.
• Assist individuals, organizations, and businesses in registering on the university supplier system.
• Contact on-campus offices such as the IT Department to solve computer problems and support staff operations.
• Following up with suppliers for invoices.
• Follow administrative requests through the system if necessary to ensure they have been completed. 
• Submit help requests to university departments when needed and obtain needed information.
• Attend on-line trainings as university software tools change or get updated.
• Provide occasional administrative support for meetings or events such as inviting guests or keeping attendance lists.
• Perform other related duties as assigned.

Qualifications: 

Bachelor’s degree and minimum of 1 to 3 years administrative experience. An additional 3 years of relevant work experience may be substituted for the required Bachelor’s degree.

• Familiarity with purchasing, accounting, and timekeeping systems used by University of Massachusetts or similar software tools.
• Familiarity with standard office software programs such as Microsoft Office. 
• Extremely detail oriented.
• Excellent organizational skills.
• Strong communication skills.
• Strong problem-solving skills.
• Able to follow university rules and regulations.
• Able to manage a task from beginning to end.

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: 27            

Salary Ranges

This is an exempt union position.

This is a grant funded position with a current end date of June 30 2025, subject to renewal contingent on funding and university needs.

All official salary offers must be approved by Human Resources.