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Administrative Assistant II (Anthropology)

Apply now Job no: 527818
Position Type: Staff Full Time
Campus: UMass Boston
Department: Anthropology
Pay Grade: 17
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time

General Summary: 

The Administrative Assistant will support all clerical aspects of the Anthropology Department, working alongside the Department Chair, Graduate Program Director(s), and Graduate Program Coordinator on departmental tasks related to administration, personnel, curriculum, finances, event scheduling, and regular upkeep. The incumbent will also provide support to students regarding course registration and declaring majors, faculty advising assignments, and supervising work-study employment.

Examples of Duties: 

• Provide administrative and financial support functions for the Anthropology Department, for individual department faculty, as needed, and for the graduate and undergraduate programs.
• Coordinate with staff members to have the office “open” to greet and direct visitors and provide assistance to individuals seeking to contact the department; receive and direct internal and external phone and e-mail; and receive, sort and distribute mail.
• Maintain functional copier, printer, scanner, fax, and computer resources in the main office and know how to use and troubleshoot. respond promptly to reasonable requests for assistance from faculty and staff with photocopying, scanning, mailing, and other tasks.
• Ensure that the department is properly stocked with necessary office supplies and that workspaces and office appliances are orderly and clean; maintain inventory of departmental supplies and purchase supplies, goods and services as needed.
• Prepare purchase orders or use assigned BankCard in conformity with existing departmental and university policies and procedures; assist with disbursement of department sponsorship funds and honoraria for speakers, assist with setting up vendors.
• Manage the assignment of non-tenure and tenure-track faculty to offices and phone numbers; assist Laboratory Coordinator with research spaces in the Department and affiliated Fiske Center.
• Work with the Department Chair, Department Manager, and faculty on critical and sensitive personnel projects and department reviews which may require multiple deadlines, such as fourth-year, tenure, and post-tenure reviews, as well as non-tenured and tenured faculty promotion cases, AQUAD assessments, Annual Faculty Reports (AFRs) -- and process according to standardized university policies and procedures.
• Process human resources paperwork and related requests for the department; serve as department timekeeper; assist in faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process.
• Serve as a BankCard cardholder for the department and maintain BankCard activity of all purchases; receive and maintain original itemized receipts for items purchased, as well as travel arrangements, department events and other department 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.
• Assist the department chair in the scheduling of class sections, including entering scheduled course information in the university’s scheduling system, updating the schedule as changes are needed prior to the start of each semester, and facilitating room changes requests; handle final exam scheduling and oversee the online student course evaluation process at the close of each term.
• Maintain files on individual departmental staff, including regularly gathered information such as course schedules and syllabi, office hours, and course coverage.
• Assist with the online student course evaluation process at the close of each term, provide timely course evaluation reports to each instructor, and maintain evaluation report records for future personnel reviews.
• Prepare non-tenure track faculty contracts each semester and coordinate with Dean’s Office for review and signature.
• 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 keyed office space, as well as access to required software applications, when appropriate; serve as department point person regarding equipment issues (e.g., copier) and office moves/logistics.
• Assist in the organization of departmental meetings and events, including luncheons, colloquia and graduation events, to include purchasing refreshments, reserving space, catering, and preparing signage and awards.
• Assist with routine undergraduate student matters such as supplying major/minor declaration forms and maintaining an active list of faculty advisors; ensure that department guides and marketing materials are updated regularly and easily available in paper and online forms; ensure that all advising groups have updated materials for proper advising for our majors; and prepare materials for university Open Houses and Welcome Days.
• Assist with maintaining files on individual students, alumni relations, pre-collegiate and on-campus marketing of the major, including updating department databases.
• Manage departmental social media accounts and website content; update online material regularly; and distribute announcements via social media and email blasts to students, faculty, staff, and the wider campus and Boston public.
• Recruit and train the department’s work study student(s) re: office tasks and procedures.
• Supervise student employees working in the main department office.
• Perform other administrative assistant duties as assigned.

Qualifications: 

The incumbent must have at least two years, or equivalent part-time, experience in office management, office administration, business administration, or business management is required.
 
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 record keeping, correspondence, and uses of standard equipment and supplies;
• Knowledge of software applications, including office software and database management (minimally Word, Excel, Powerpoint, and relevant products in the Adobe Creative Suite), and social media platforms (minimally Facebook, but preferably Twitter and Instagram as well);
• Ability to produce written reports, graphs, and tables in a concise and readable form;
• Knowledge of and ability to search the internet and create e-mail and distribution lists;
• Ability to understand and apply the laws, rules, policies, and procedures governing assigned unit activities;
• Ability to follow guidelines and procedures, as well as to communicate effectively both orally and in writing;
• Ability to exercise discretion in handling confidential information;
• Ability to prioritize tasks, multi-task, and respect deadlines and to exercise sound judgment and attend to detail;
• Strong interpersonal and organizational skills;
• Initiative and ability to work both independently and as part of a team;
• Ability to work respectfully and mindfully in an environment with persons from varied ethnic, cultural, national and economic backgrounds;
• Notable commitment to consistently professional service for students, faculty, and staff; and
• Desire to work in a unit that values collegiality and respect.

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 

This is a non-exempt union position. 

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the ADA/504 Coordinator Andrea Haas  or 617-287-5148.

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.