Administrative Assistant II- College of Arts & Sciences

POSITION TITLE : Administrative Assistant II

AGENCY : University of Massachusetts Dartmouth

APPROPRIATION OR AGENCY CODE : 7310-0000

CATEGORY : 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES :

• Provide and coordinate administrative activities in the College of Arts & Sciences Assistant Dean's office. Responsibilities include : providing administrative and clerical support in a confidential and professional manner, assuring timely completion of work assigned by the Assistant Dean;
• providing administrative and clerical support as directed by the Assistant Dean for pre and post grant award coordination for College of Arts & Sciences faculty, responding in a timely manner to inquiries concerning college and university procedures and requirements;
• utilizing fiscal and academic software system to support administrative and clerical duties; collaborating with and providing direction to college clerical and administrative staff on policies and procedures;
• supervising and training work-study students; performing administrative and clerical functions related to travel for the college;

other duties as assigned by the Assistant Dean.

SUPERVISION RECEIVED : Assistant Dean

DIRECT REPORTING STAFF : Work-study or student workers (6-15)

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES :

• General Administrative and Clerical Support
• Provide and / or coordinate administrative and clerical activities for the Dean's office individually or collaboratively with other clerical and / or administrative staff as assigned or directed related to fiscal and administrative college activities
• Schedule and arrange activities related to conferences, meetings, interviews, appointments or similar activities including leveraging appropriate university systems to conduct these activities
• Support the college and departments in recruiting and personnel actions, including, but not limited to, administration of travel arrangements, acknowledgement notifications, reimbursements, budgetary issues, maintaining files, and related activities;
• Hire, train and supervise work-study or student workers for the Dean's office
• Coordinate Dean's office and college space bookings where appropriate, maintain the schedule for the Dean's office conference rooms including posting and confirming availability
• Receive office visitors and answer office phones and email, and directs visitors to appropriate individuals where appropriate
• Perform other related administrative and clerical duties as assigned by the Assistant Dean
• College Research and Scholarship Support
• Support the Dean's office, college, departments and college faculty research and scholarship director including, but not limited to, pre and post grant awards as directed including reviewing grants, compiling data on submitted and received grants, liaising with university and external offices, sharing grant opportunities, and supporting and coordinating grant submissions
• Assists with providing administrative support for the College of Arts and Sciences Internal Grants (including but not limited to travel grants, faculty support grants, research grants, student thesis grants, event funds), Provost's Travel Grants, Office of Research Administration grants, and other college grants as assigned including reviewing applications for completeness, forwarding to Assistant Dean for review, maintain files, preparing and sending award letters, tracking of applications, awards, correspondence, and expenditures, and assists in monitoring budget and assists in the closeout of awards in collaboration with other Dean and office administrative staff
• Perform other related research and scholarship support duties as assigned by the Assistant Dean
• Travel Support
• Provide college administrative support for all travel related activities including travel expenses, travel authorizations, and related activities utilizing appropriate systems
• Provide policy and procedure guidance to college departments, faculty, staff and administrative personnel on university travel including, but, not limited to guidance and communicating updates
• Perform other related travel duties as assigned by the Assistant Dean
• Other
• Provide backup to other Dean's office and College administrative staff as assigned
• Perform other related duties as assigned by the Assistant Dean

QUALIFICATIONS REQUIRED AT HIRE :

• Knowledge of the principles and practices of grant administration and management
• Knowledge of the principles and practices of office management including systems and technologies
• Knowledge of the methods of general report writing using appropriate technologies
• Knowledge of the methods for administrating grants and their processes
• Knowledge of higher education processes and regulations including academic units and university and college centers and their activities
• Knowledge of university and system accounting and budgeting procedures and ability to solicit training to maintain currency in these systems
• Knowledge of university and system laws, rules, and regulations relating to state personnel
• Knowledge of the appropriate procedures and behaviors for communicating and receiving communications from others
• Ability to understand, explain and apply laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing the assigned unit and its activities
• Ability to find, analyze and apply data, draw conclusions from data, and make recommendations
• Ability to follow written and oral instructions
• Ability to gather information through questioning individuals and examining records and documents
• Ability to write concisely and express thoughts clearly through written communications
• Ability to develop and express ideas in a logical sequence orally and in writing
• Ability to determine proper formats and procedures for disseminating information
• Ability to prepare general reports, maintain accurate records, and find in a timely manner reports for use in an administrative office setting
• Ability to prepare and use charts, graphs and tables utilizing appropriate technologies and systems
• Ability to deal diplomatically and tactfully with others in a confidential setting
• Ability to give written and oral instructions to individuals and groups
• Ability to establish rapport and maintain harmonious relationships with direct reports and individuals in the office, unit, college, university and external community
• Ability to exercise discretion in handling confidential information
• Ability to supervise the work of work-study, student workers, and other administrative professionals where appropriate including determining schedules, training needs, recommendations or initiation of disciplinary or meritorious reward activities
• Ability to exercise sound judgment independently
• Ability to represent the college in an appropriate manner

DEPARTMENT : Dean Arts & Sciences Department

NO. OF POSITIONS : 1

INTERNAL / EXTERNAL POSTING : Yes

STATE FUNDED : Yes

SALARY : $58,328.14 - $82,294.94

HOURS : M-F

GRADE : 17

UNION : AFSCME

UMass Dartmouth offers exciting benefits such as :

• 75% Employer-Paid Health Insurance
• Flexible Spending Accounts
• Life Insurance
• Long Term Disability
• State Pension Retirement Plan
• Optional Retirement Savings Plans
• Tuition Credit (Employee, Spouse, & Dependents)
• Twelve (12) paid holidays
• Paid personal, vacation, and sick time
• And More!

Benefits for AFSCME Union- AFSCME

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship is not available.

To apply please submit a letter of interest, a current resume and the contact information for three professional references.

The deadline for internal applicants is September 6, 2024.

The review of internal and external applications will be ongoing until the position is filled.