Department Assistant - Miner School of Computer & Information Sciences

General Summary of Posiiton :

The Miner School of Computer & Information Sciences in the Kennedy College of Sciences at the University of Massachusetts Lowell is in search of a motivated individual to provide administrative assistance to faculty, staff, and students in support of teaching, research, service, and outreach activities of the School.

The Department Assistant will perform a wide variety of administrative tasks of academic and business nature involving the continual exercise of discretion, confidentiality, and independent judgment.

The incumbent must possess excellent oral and written communication skills as well as excellent time management skills and the ability to prioritize work.

The Department Assistant must be computer savvy and proficient in Microsoft Word, Excel, and Outlook.

Essential Job Duties :

Office Administration :

Provide administrative support in the daily activities of the Miner School leadership (Chair, Associate Chair, Undergraduate / Graduate Coordinators, Computer & Network Systems Manager).

Provide general administrative / clerical support to Faculty and Staff including departmental communication, maintain office supply inventory, submitting service requests, distribution of mail, general academic related duties, etc.

• Assist in preparing brochures, mailings, and website maintenance to promote the Miner School.
• Assist in planning and managing Miner School events / activities such as colloquia, seminars, conferences, and yield events such as Open House and Welcome Day.
• Address the administrative needs supporting undergraduate, graduate, and alumni programs.
• Supervise student employees to ensure efficient deployment and task accomplishment.
• Ability to manage time effectively and meet deadlines with minimum supervision. Demonstrate organizational skills with the ability to prioritize many competing requests in a demanding environment.
• Ensure optimum customer service in response to all requests for information from visitors, faculty, staff, and students and possess the ability to work effectively with diverse groups by maintaining an environment that is welcoming to persons of all backgrounds, nationalities, and roles.

Financial Analysis :

• Ability to be fiscally responsible with department budgets and possess knowledge of the principles and practices of office and budget management.
• Analyze, monitor, and maintain Miner School budgets (Operating, Discretionary, Adjunct, Student Help and Overhead accounts) as well as maintain Pro-Card records.

Provide support to faculty in analyzing and monitoring grant / contract budgets.

• Assist with procurement (requisitions, purchase orders, reimbursements, travel, etc.) including knowledge of purchasing, accounts payable, and vendor policies and procedures.
• Prepare employment contracts (TA / RA, Adjunct Faculty, and hourly employees) applying human resource policies and procedures.

Minimum Qualifications (Required) :

Education :

HS Diploma / GED equivalent; 3-5 years administrative experience

Experience :

• Three (3) to five (5) years of related work experience, preferably in an academic environment
• Computer skills, including database management software
• Must have experience with Microsoft Outlook, Word, PowerPoint, and Excel
• Excellent communication skills both verbal and written. Excellent organizational and project management skills

Additional Considerations :

• College degree preferred (Associates or Bachelors)
• Knowledge in the use of Peoplesoft Financials (including Summit / e*mpac), BuyWays, Concur, SiS, Job Hawk, PageUp, and HR Direct modules.
17 days ago