Administrative Assistant I - Student Service Center

POSITION TITLE : Administrative Assistant I

AGENCY : University of Massachusetts Dartmouth

APPROPRIATION OR AGENCY CODE : 7310-0000

SALARY : Grade 15

DATE PREPARED : July 2024

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES :

SSC Admin Assistant I (AAI) provides year-round support that is critical for the academic success, retention, and graduation of UMassD students.

This position provides cross-functional services in the areas of continuing education enrollment services, registration, student account services, and financial aid.

The Administrative Assistant I assists with enrollment-related transactions, providing transcripts, answering questions regarding student account balances, accepting payments, and helping students with understanding and managing various holds, completing financial aid requirements, filing and processing financial aid-related documents, and advising students on financial aid options.

The AAI provides exemplary customer service providing high quality, timely, customer-focused service to students.

SUPERVISION RECEIVED : Receives direct supervision from the Director of the University Enrollment Center

DIRECT REPORTING STAFF : Student Workers

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES :

SSC functions as the "One Stop Shop" University Enrollment Center : Student services are rendered specifically on behalf of the Offices of the Registrar, Bursar, Financial Aid, and Continuing Education.

Services entail processing all official documents related to a student's account which also include deferments and waivers, processing payments (check and cash) all while maintaining required handling protocols

• Create a welcoming, inclusive, culturally competent customer-service-focused environment for all customers through email, written correspondence, in person, or by telephone
• Counsel, investigate, problem-solve, and resolve questions and issues from current and former students, faculty, staff, parents, and third parties
• Performs student services functions pertaining to registration such as, but not limited to, adding and dropping of classes, enrollment verification, transcript ordering, change of name and address, enrollment cancellation, late registration fee waivers, non-resident tuition waiver, graduation, and withdrawal
• Assist students with various questions regarding their customer account including payments, disbursements, holds, book vouchers, and refunds
• Provide detailed financial aid information to students in accordance with all applicable laws, regulations, and policies, with regard to the application process, needs determination, verification, and status of their financial aid application in accordance with the financial aid regulations, policies, and procedures
• Complete transactions related to registration, student account services, and financial aid processing to the extent possible.

For issue(s) requiring additional assistance, Administrative Assistant I will direct the student to the proper point of contact for resolution

• Manage reporting including but not limited to the Department of Transitional Assistance, Department of Housing Authority, Mass Rehab; degree audit reports
• Process third-party billing for Online and Continuing Education including but not limited to completing necessary paperwork, reaching out to students, and processing payments
• Assist in the write-off process and collections of Online and Continuing Education (OCE) unpaid student debt
• Assist with verification / documentation and ensure accuracy and successful completion of forms and additional documentation : Scholarship verification, sibling verification, financial aid requirements
• Assist with various office support functions, including but not limited to scanning documents, filing, answering incoming calls and making return calls as needed, and researching and responding to email
• Perform other related duties as assigned or as directed.
• Understand and abide by FERPA & HIPPA regulations

MINIMUM QUALIFICATIONS (ENTRANCE REQUIREMENTS) :

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management, the major duties of which included one or more of the following functions : purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions from the Massachusetts State Classification Specification.

QUALIFICATIONS REQUIRED AT HIRE :

• Outstanding interpersonal and active listening skills along with an analytical and critical thinking ability in order to interpret and respond appropriately to diverse groups of people in various situations
• Must have exceptional follow-up, follow-through, and attention to detail, accomplishing tasks with concern for all areas involved, no matter how small
• Demonstrated skills in working efficiently and completing tasks in a fast-paced environment amidst interruptions and fluctuating workloads
• Knowledge of the principles and practices of office management
• Knowledge of the methods of general report writing
• Knowledge of the methods used in the preparation of charts, graphs, and tables
• Knowledge of the types and uses of general office equipment
• Ability to understand, explain, and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities
• Ability to analyze and determine the applicability of data, draw conclusions, and make appropriate recommendations
• Ability to follow written and oral instructions
• Ability to gather information through questioning individuals and by examining records and documents
• Ability to write concisely, to express thoughts clearly, and to develop ideas in logical sequence
• Ability to assemble items of information in accordance with established procedures
• Ability to determine proper format and procedure for assembling items of information
• Ability to prepare general reports; ability to maintain accurate records; ability to prepare and use charts, graphs, and tables
• Ability to communicate effectively in oral expression
• Ability to give written and oral instructions in a precise, understandable manner
• Ability to deal tactfully with others
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural, and / or economic backgrounds
• Ability to work independently and demonstrate initiative
• Ability to exercise sound judgment
• Ability to exercise discretion in handling confidential information

QUALIFICATIONS ACQUIRED ON JOB :

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities
• Knowledge of the proper telephone procedures for making and receiving agency calls
• Knowledge of the types and uses of agency forms
• Knowledge of the range of enrollment-related services and processes provided by UMassD
• Ability to work effectively with administrative departments and student service units
• Ability to interpret University policies and procedures and utilize the PeopleSoft system to analyze and process students' transactions
• Ability to resolve issues and to know when and to whom an issue should be directed

REMARKS : Spanish speaking preferred

DEPARTMENT : Student Service Center

NO. OF POSITIONS : 1

INTERNAL / EXTERNAL POSTING : Yes

STATE FUNDED : No

SALARY : $52,449.02 - $73,712.34

HOURS : M-F

GRADE : 15

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 July 29, 2024.

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