Website University of Massachusetts Boston
If you are looking for a career profile for excellent career progression the apply for the Administrative Assistant II – Sociology. The new position is open in the Boston, MA at University of Massachusetts Boston local office. Check out the details below.
Job: Administrative Assistant II – Sociology
Company: University of Massachusetts Boston
Location: Boston, MA
The Financial and Administrative Assistant is responsible for maintaining the daily administrative and financial support functions for the Sociology Department. The incumbent will interact daily with the full-time staff, along with part-time/adjunct faculty, graduate student teaching assistants and numerous undergraduate students and will provide them with direct administrative and financial support. S/he will monitor departmental finances and human resource needs for three undergraduate programs, as well as Applied Master’s and PhD programs; will oversee the scheduling of class sections each regular academic semester; and will serve as the department property manager, working with relevant University units to ensure the smooth on-boarding of new staff. The incumbent will also oversee the work performed by the Administrative Assistant I, and directly supervise work-study students assigned to the department.
Examples of Duties:
Provide administrative and financial support functions for the Sociology 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 regarding departmental programs and requirements;
Responsible for monitoring the finances and human resources needs of the department’s undergraduate program as well as its applied masters and PhD programs (the latter in coordination with the department’s Graduate Program Coordinator); handle all department finances, internal grants (except those incurred on research projects funded by extramural grants), and financial tasks such as tracking monthly/annual finances and processing all financial reimbursements for faculty, staff and students;
Responsible for processing all human resources paperwork and related requests for the department; serve as department timekeeper; manage faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process; may assist in the hiring of new office staff members by participating on search committees, as requested;
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, if applicable; forward off completed forms to CLA Dean’s Office for review and signature; make determination on funding for specific contracts, based on budget and funding;
Manage the assignment of non-tenure and tenure-track faculty to offices, making changes as needed in relation to schedule changes each semester; assist the Graduate Program Coordinator in the assignment of offices to graduate student teaching assistants and teaching fellows.
Serve as ProCard cardholder for the department and maintain Procard activity log of all purchases; receive and maintain original itemized receipts for items purchased, as well as travel arrangements, 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; prepare and process purchase orders and disbursement vouchers;
Maintain the inventory of departmental supplies and purchase supplies, goods and services as needed; prepare purchase orders 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 student course evaluation process at the close of each semester;
As required, assist the faculty course scheduler and the Administrative Assistant I in the scheduling of class sections, including 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;
Serve as department property and IT manager 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 (i.e. copier) and office moves/logistics;
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;
Assist in the organization of departmental events, including luncheons and colloquia and scholarly enrichment, to include purchasing refreshments and taking meeting minutes as necessary;
Responsible for maintaining and updating department website and social media, as necessary;
Perform other duties as assigned.
The incumbent must have at least three years, or equivalent part-time, experience in office management, office administration, business administration or business management is required. 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, Byways, Summit, Zoom, and Skype (where needed, training will be provided on these systems).
Knowledge of the principles, practices and procedures of office management, including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation;
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 effectively 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 as written and oral instructions, as well as give written and oral instructions in a precise, understandable manner;
Ability to communicate effectively 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 judgment;
Ability to multi-task and prioritize tasks while respecting multiple deadlines;
Strong interpersonal and organizational skills;
Strong commitment to customer service.
To apply for this job please visit employmentopportunities.umb.edu.