General Summary:

The Administrative Assistant Il supports the Department of Biology by providing administrative assistance to the Administrative Director and Department Chair. Responsibilities include processing hiring, payroll, and travel paperwork; coordinating events and seminars; and managing departmental records and reports. This role also serves as a primary point of contact for undergraduate and graduate students, faculty, and staff, offering guidance on administrative processes and resolving inquiries.

Examples of Duties: 

General Administrative Operations

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  Provides general administrative support for department operations, including reception, exam logistics, procurement, and records management. Responsibilities include answering calls, printing exams, directing visitors, ordering office supplies, sorting mail, and coordinating surplus laboratory equipment. Handles confidential contracts and personnel forms, ensuring proper submission to relevant departments. Schedules and proctors qualifying and regular exams. Assumes responsibility for managing teaching evaluations: Distributes online teaching evaluation forms to students in all courses, then compiles and sends results to faculty. Works directly with IT and others to automate the process.
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  Assists with website changes and updates: Engages with the Chair, the Administrative Director, and Marketing to ensure that Departmental pages have updated and correct information. Serves as a back-up for duties performed by other administrative staff members in the event of their absence.
  
  

Faculty and Student Support

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  Assists the Administrative Director in managing payroll and administrative processes, including personnel actions, additional compensation, travel and mileage reimbursements, cash advances, audits, time and attendance tracking, and budget allocations. Ensures accuracy and compliance with University policies while coordinating with relevant departments as needed.
  
  
• Supports the Administrative Director, Department Chair, faculty, and staff in recruiting and onboarding student hires. Coordinates with Student Employment to ensure hiring paperwork is completed accurately and processed on time. Monitors student compliance with time submission protocols and provides guidance on employment-related matters, including HR Direct access, W-2 retrieval, and address changes.
  
  
• Stays current and advises Department members on the latest rules, regulations, and requirements regarding expenses, travel, and reimbursement. Supports faculty and students with the proper use of the Concur Expense Management Platform, including how to register for pre-travel, provide proper receipts, request reimbursement, and correctly allocate funds.

Event Coordination and Logistics

Coordinates on-campus events and visits for the Biology Department:

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  Works with the Biology Seminar Committee to schedule and coordinate weekly speakers. This includes booking rooms, hosting Zooms, coordinating catering for lunches, sending out advertisements, engaging with AV and Event Services to ensure that seminars run smoothly, and managing paperwork for honoraria.
  
  
• Coordinates logistics for candidate visits during Faculty Searches. This includes setting up interview schedules, catering, and seminars; escorting candidates to appointments; and acting as the on-site point person overseeing the
  
  
• Coordinates logistics for other Biology on-campus events, including planning, scheduling, and execution. This includes working with the IT Department and Event Services to ensure proper AV and Zoom setups for meetings, seminars, poster presentations, Honors receptions, and other events.
  
  

Facilities, Access & Security Management

Coordinates access to all spaces in the Biology Department:

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  Acts as liaison to the BeaconCard Office to grant electronic access to spaces in the Integrated Sciences Complex (ISC); assists BeaconCard staff with grouping and room locations; consults with lab staff regarding space management; safeguards restricted areas in the ISC such as freshman labs.
  
  
• Acts as liaison to the Facilities Department for Biology spaces that require physical key access; works with Facilities and Department members to apply for keys; keeps track of existing keys and any lost keys.
  
  

Records & Data Management

• Helps to organize and maintain long-term Department records and reports on a cloud storage drive; develops and maintains large databases with student data and other Departmental information.
  
  
• Collects materials and organizes dossiers for major (and other) personnel reviews.
  
  
• Collects and organizes applications for faculty searches; maintains spreadsheets with key applicant information.

Qualifications

Minimum Qualifications:

• Knowledge of standard office practices, including record keeping, correspondence, use of standard office
  
  
• equipment, and business letter preparation.
  
  
• Experience with office software such as Microsoft Office Suite and Zoom.
  
  
• Ability to organize data and manage databases.
  
  
• Ability to communicate effectively orally and in writing, including writing concisely and communicating and following instructions accurately.
  
  
• Strong problem-solving skills.
  
  
• Ability to work effectively as a team member as well as independently.
  
  
• Ability to understand and follow the regulations, policies, and procedures governing departmental activities.
  
  
• Strong organizational skills and attention to detail; ability to assemble, organize, and maintain data, information, and records using appropriate formats.
  
  
• Strong interpersonal skills: Ability to establish and maintain harmonious working relationships and deal tactfully and respectfully with others; ability to resolve conflicts and concerns in a professional manner.
  
  
• Ability to research and navigate the internet and social media.
  
  
• Willingness to work on-site at the University.
  
  
• Sound judgment and ability to exercise discretion in handling confidential information.
  
  
• Ability to multi-task and prioritize tasks while respecting multiple deadlines and using time efficiently.
  
  
• Strong commitment to customer service.
  
  

Preferred Qualification:

• Bachelor's degree

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.