Administrative Assistant II - Hiring Urgently

We are searching for a capable Administrative Assistant II to join our passionate team at University of Massachusetts Boston in Boston, MA.
Growing your career as a Full Time Administrative Assistant II is an amazing opportunity to develop productive skills.
If you are strong in persuasion, cooperation and have the right experience for the job, then apply for the position of Administrative Assistant II at University of Massachusetts Boston today!

General Summary: 

The Administrative Assistant will provide administrative support on various department functions of the Department of Counseling and School Psychology, under the direct supervision of the Department Chair and working alongside the Graduate Program Directors, Online Program Coordinators, and Program Managers, on departmental tasks related to administration, personnel, curriculum, finances, event scheduling, and other regular departmental functions. The incumbent will also provide support to students regarding course registration and supervising work-study employment.

Examples of Duties: 

• Provide administrative and financial support functions for the Department of Counseling and School Psychology, for individual department faculty, as needed, and for the graduate and undergraduate programs.
• Provide faculty with post-award budgetary- and purchase-related grant assistance and engage in regular grant post-award trainings.
• Coordinate with staff members to have the office “open” to greet and direct visitors and aid individuals seeking to contact the department; receive and direct internal and external phone and e-mail; and receive, sort and distribute mail and packages.
• Maintain functional copier, printer, poster printer, scanner, and computer resources in the main office and know how to use and troubleshoot; respond promptly to reasonable requests for assistance from faculty, students, and staff with photocopying, poster presentation printing, scanning, mailing, and other tasks.
• Ensure that the department is properly stocked with necessary office supplies and equipment and that workspaces and office appliances are orderly and clean; maintain inventory of departmental supplies and purchase supplies, goods and services as needed; coordinate software downloads and access to technology for faculty and staff.
• Prepare purchase orders or use assigned ProCard in conformity with existing departmental and university policies and procedures; coordinate disbursement of department sponsorship funds and honoraria for speakers, coordinate vendor set up; expense reporting; invoice payments.
• Coordinate reimbursements, purchases, and reallocation across multiple budget accounts for faculty and staff.
• Manage the assignment of staff, non-tenure track faculty, and tenure-track faculty to offices and phone numbers; assist faculty with maintaining the assessment library, making purchases as needed and coordinating access to students.
• Work with the Department Chair, Department Manager(s), 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, accreditation reviews, 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 ProCard cardholder for the department and maintain Procard activity log of all purchases; receive and maintain original itemized receipts for items purchased, 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; and prepare 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 change requests; and handle final exam scheduling.
• Maintain files on individual departmental staff and faculty, including regularly gathered information such as course schedules and syllabi, obtaining desk copies for faculty and instructors, office hours, course-related forms, 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 graduate and undergraduate student matters such as supplying major/minor declaration forms, grade change 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; and prepare materials for university Open Houses and Welcome Days.
• Assist with maintaining files on individual students, alumni relations, 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, train, and supervise the department’s work study student(s) re: office tasks and procedures.
• Perform other administrative assistant duties as assigned.

Qualifications: 

Minimum 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 on-line systems is preferred. Commitment to practices that demonstrate anti-racism.

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, Slack, 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 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.

Benefits of working as a Administrative Assistant II in Boston, MA:

● Learning opportunities
● Opportunities to grow
● Advantageous package