Administrative Assistant II

General Summary:

The Administrative Assistant II within the CLA Dean’s Office will provide daily administrative
and financial support functions to CLA Programs including but not limited to Critical Ethnic and Community Studies (CECS), Human Services,
Latino Studies, and Native American and Indigenous Studies (NAIS). The incumbent will work closely the Program Directors to support
administrative aspects, monitor financial and human resource needs, and assist in supervising student employees. The incumbent will also
coordinate with other staff and faculty members in each program to promote events, to run the activities and functions of each program.

Examples of Duties:

• Greet and direct visitors/students and provide assistance to both internal
  and external customers seeking to contact the Programs and the Dean’s Office; receive and direct internal and external phone, e-mail and
  website inquiries and when necessary, field inquiries to appropriate staff person or faculty member; receive, sort and distribute mail to
  appropriate individuals; disseminate information to faculty and staff on updated policies, guidelines and regulations to support
  compliance with university standards.
• Provide administrative and financial support functions for the programs.
• Assist program staff and faculty with scheduling meetings, interviews, make arrangements for outside visitors, and events.
  
• Assist with events for the programs and schedule time and space/location and reserve required facilities; arrange
  catering for events.
• Enter course schedules and final exam schedules into internal database and create documents
  summarizing such schedules; prepare, distribute, collect and scan course evaluation forms and create documents summarizing the data from
  these evaluations.
• Obtain course permission numbers for each course from the Registrar’s Office and provide them to
  students for registration of Summer internship and capstone courses.
• Provide support to students regarding course registration
  and capstone projects and internships; assign students to faculty advisors.
• Prepare personnel action forms, contracts, and
  other paperwork for faculty, staff and student employees and forward them for signatures and further action.
• Serve as the
  timekeeper, maintain time and attendance records.

• Schedule and monitor graduate assistantship assignments for each
  semester.

• Function as the Program’s purchasing agent; monitor program supplies, generate purchase orders and
  utilize program purchasing cards to order equipment and supplies; use BankCard and/or purchase order procedures for purchases in
  conformity with existing program and university policies and procedures; perform reallocations of BankCard transactions among program
  accounts when necessary.
• Receive invoices for items purchased, travel arrangements and events and process for payment;
  receive encumbrances and reconcile and balance accounts; maintain copies of all invoices and reimbursements to maintain proper documentation
  of purchases and to comply with university policies, procedures and grant and audit regulations.
• Run reports and conduct
  database queries to provide requested information to inter-and intra-program faculty and staff, to provide budget information to the Program
  Director’s and to comply with audit and grant regulations; review reports and compare data for accuracy.
• Maintain files on
  individual students, on program personnel and other program records, such as course schedules and syllabi, in accordance with program and
  university policies and procedures.
• Supervise and train student employees by assigning routine clerical tasks and
  reviewing the work upon completion.
• Provide assistance to students with regards to course registration questions, change
  of major forms and change of grade forms, assigning students to faculty advisors; maintain an active list of faculty advisors.
• Assist with advertising and public relations for the Programs, including maintaining website and social media presence and
  advertising (e.g. Facebook, Twitter, blogs, WordPress).
• Assist with admissions and recruitment for the program, duties
  include maintaining outreach database; preparing reports; overseeing recruitment mailing; and interacting with students, applicants and
  prospective applicants.
• Assist with student orientation/graduation activities and planning.

• Assist with coordination of partnerships with community organizations for student capstone projects and internships, including
  preparing and tracking Memorandums of Understanding (MOUs) with community organizations and evaluations; assist in the creation of MOUs
  for faculty teaching across programs, as well as for program and departmental partnerships.
• Conduct student instructional
  evaluations for the programs where needed; prepare and distribute evaluations each semester; retrieve all evaluations, document findings and
  distribute to faculty upon direction of the Program Directors; organize and maintain all evaluations.
• Serve as Programs
  liaison for efforts with other internal and external departments and customers, as well as faculty and students, to exchange information,
  resolve problems and/or facilitate progress of program initiatives, functions, and activities.
• Attend monthly Department
  Administrative Meetings and provide university and/or college updates on policies and procedures, business process improvements, on-campus
  training opportunities and briefings/updates about campus activities.
• Assist CLA Assistant Deans with administrative tasks, as
  requested.
• Serve as back-up for CLA Department Administrators as needed.
• Perform other duties in conjunction with the
  supervisor.

Qualifications:

At least two years, or equivalent part-time, experience in
office management/administration or business administration. Experience in both office management and business administration is
preferred.

Preferred Qualifications:

• Knowledge of or experience with PeopleSoft HR and Finance, as well as
  Student Information software (WISER) 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;
• Knowledge of and ability to search the internet and create e-mail and distribution lists;
• Knowledge of and facility with social media platforms and website maintenance;
• Knowledge of and facility with
  cloud storage and shared office platforms (e.g. google docs, OneDrive);
• Knowledge of the types and applications of
  standard office filing systems;
• Ability to understand and apply the laws, rules, policies and procedures governing the
  assigned unit activities;
• 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 exercise discretion in handling confidential information;
• Ability to
  prioritize tasks, multl-task, and respect deadlines;
• Ability to exercise sound judgment;
• Strong interpersonal
  and organizational skills;
• Strong attention to detail;
• 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:
$31.425

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.