Administrative assistant studies

General Summary: 

The part-time Financial and Department Administrator for the American Studies Department is responsible for maintaining the daily administrative and financial support functions for the department. The incumbent will interact daily with full-time faculty, along with part-time faculty, graduate and undergraduate teaching assistants, community partners, and numerous undergraduate students to provide direct administrative and financial support. The administrator will monitor departmental finances and human resource needs; will assist the Chair of the Department in the scheduling of class sections each regular academic semester; assist in the coordination of student advising; and will serve as the department property administrator, working with relevant University units to ensure the smooth on-boarding of new personnel. Incumbent will also supervise student employees and interns.

Examples of Duties: 

• Provide administrative and financial support functions for the American Studies Department; greet and direct visitors; receive and direct internal and external phone and e-mail inquiries; provide direct administrative support to department faculty; provide routine information and support to students per departmental programs and requirements.
• Assist Chair in budget management and planning which includes the preparation of a line-item budget to account for any major Departmental or programmatic changes; responsible for monitoring the department’s academic programs; Maintain accurate and up to date knowledge of University policies and procedures to ensure they are adhered to by faculty. This may include providing regular reminders and updates regarding what expenses are allowable; handle all department finances and financial tasks such as tracking monthly/annual finances; facilitating all final expenses for the annual fiscal year close and including facilitating faculty, staff and student reimbursements.
• Prepare non-tenure track faculty contracts each semester; prepare salary amount and percentage to be paid by the department and identify remaining percentages for split funding, forward completed forms to CLA Dean’s Office for review and signature.
• Process all human resources paperwork and related requests for the department; serve as department timekeeper; assist with faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process; may assist on search committees and working groups as requested.
• Coordinate the assignment of non-tenure track faculty to offices, making changes as needed to accommodate teaching and office hours schedules; manage key requests for all faculty, staff, and student employees; ensure that every Department member has access to the proper rooms; remind personnel to return keys that are no longer needed.
• Assist in the organization of department events, including luncheons, colloquia, and scholarly enrichment; secure suitable event space; oversee event set up and break down; facilitate event documentation (photo/video); responsible for monitoring event budget, coordinating travel arrangements and travel reimbursements for guests; coordinate and run A/V technology; handle catering needs to include planning, purchasing, and displaying refreshments; create and disseminate promotional materials; process speaker honoraria.
• Serve as the primary BankCard cardholder for the department which includes reconciling the BankCard in a timely way and provide support and guidance for the Chair’s BankCard, including assisting in the upload of receipts and statements to BuyWays. Keep track of all purchases; receive and maintain original itemized receipts for items purchased, reconcile statements in compliance with university regulations, policies and procedures including completing funding reallocation.

• Keep record for travel arrangements, department events and other department expenses and complete necessary forms for payment; prepare and process purchase orders and disbursement vouchers; maintain the inventory of departmental supplies, goods, and services as needed; ensure purchase orders are in conformity with existing departmental and University policies and procedures.
• Work with the Department Chair and faculty on critical and sensitive projects, which may require multiple deadlines, such as fourth-year, tenure, and post-tenure reviews, as well as faculty promotion cases, AQUAD assessments, Annual Faculty Reports (AFRs) and other reviews; compile candidate tenure and promotion files and process according to standardized University policies and procedures.
• Oversee the online student course evaluation process at the close of each semester.
• Assist the faculty course scheduler in the scheduling of class sections, including: facilitating and monitoring timely faculty feedback on course schedules, entering scheduled course information in the University’s scheduling system, and updating the schedule as changes are needed prior to the start of each semester; facilitate classroom changes for faculty whose classrooms do not meet their teaching needs; assist with updating final exam changes in the system.
• Serve as department property and IT administrator and 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 office space, as well as access to required software applications, when appropriate; serve as department point person regarding equipment issues and office moves/logistics.
• Coordinate Departmental advising of undergraduate students; provide assistance to students with regards to course registration questions, providing major/minor declaration forms, and assigning students to faculty advisors; maintain an active list of faculty advisors; create and disseminate advising materials to students and faculty each term; provide basic programmatic information to students upon declaration of major or minor; assist faculty in troubleshooting in the event degree audit does not read correctly; liaise with contacts in the Registrars’ Office to adjust student degree audits; process program exception forms when necessary.
• Coordinate efforts with internal and external departments and customers, as well as faculty and students, to exchange information, resolve problems and/or facilitate progress of departmental programs, functions and activities.
• Maintain updated Department and student files to include course evaluations, student advising folders, and personnel related documents both in paper and electronically as needed; manage department OneDrive where important documents are stored.
• Maintain and update department website, bulletin boards/image and social media.
• Meet regularly with Department Chair; assist in planning Department meetings and retreats including preparing and copying necessary materials.
• Perform other duties as assigned.

Qualifications: 

The incumbent must have at least three years full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management. Experience with general accounting is preferred.

• 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. Software and systems which will be used by the applicant on a daily basis include Word, Excel, WISER, Blackboard, HR Direct, Buyways, Microsoft OneDrive, Summit, Zoom/Skype. Experience with Adobe Creative cloud is also useful.
• Knowledge of the types and applications of standard office filing systems.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Ability to communicate effective both orally and in writing and to maintain communication with internal and external program constituencies.
• Ability to supervise the work performed by others.
• Ability to follow guidelines and procedures, as well and written and oral instruction, as well as give written and oral instructions in a precise, understandable manner.
• Ability to communicate effective both orally and in writing.
• Ability to maintain accurate records.
• Ability to establish and maintain harmonious working relationships with others and to deal tactfully with others.
• Ability to research and navigate the internet and social media.
• Ability to exercise discretion in handling highly confidential information.
• Ability to exercise sound judgement.
• Ability to multi-task and prioritize tasks while respecting multiple deadlines.
• Strong interpersonal and organizational skills.
• 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

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 .