The Office Manager will serve as a lead administrative support staff person for the Office of Graduate Studies and Graduate Admissions. The Office Manager will also: serve as the first point of contact and greet and direct visitors; provide administrative support and assistance to students, faculty, Graduate Program Directors and other internal and external customers with general information; receive and direct internal and external phone and e-mail inquiries, properly analyze inquiries and direct to appropriate staff person, as necessary; manage the calendar and schedule of the office; schedule and support the meetings organized by the office; attend meetings with members of the leadership team and provide administrative expertise, as required; coordinate the production of reports, including annual and monthly reports for the leadership team; gather, assemble and bind all information and disseminate to appropriate individuals; proofread all documents before publication; coordinate the receipt and organization of all the official documents, records and files; serve as a lead team member in coordinating, planning and scheduling of various events; coordinate leadership team activities at events; work with internal and external organizers to obtain event details and agenda for review by the Senior Associate Dean; supervise and maintain the organization of and the administrative support services for the office in compliance with established departmental standards; supervise other administrative staff and student employees and assist in nurturing a service-oriented office culture; serve as office liaison with other administrative units on campus; may serve Procard cardholder for the Office of Graduate Studies and Graduate Admissions; maintain Procard activity log of all purchases and reconcile statements on a monthly basis; purchase and maintain departmental supplies, goods and services; process disbursement paperwork to ensure timely payment for item(s) purchased; receive invoices for items purchased, travel arrangements and events and process for payment; receive encumbrances and reconcile and balance accounts; maintain copies of all invoices and reimbursements to maintain proper documentation of purchases; work with Thesis and Dissertation editor to ensure timely reviews of theses and dissertations and assist with the maintenance and upkeep of detailed records of the theses and dissertation process; keep the Senior Associate Dean of Graduate Studies and Graduate Admissions informed of all important issues and events; track and insure timely responses to important deadlines; serve as timekeeper and maintain all time and labor records; prepare and gather information for various human resources forms; serve as point-person for all departmental new hires; assist in the hiring of new faculty and staff; as required, attend conferences and participate in professional development and training sessions on campus; may make travel arrangements and/or accommodation arrangements for international guests, attendees and speakers for campus events; may sit on university committees and attend meetings, as directed by supervisor; and other duties as assigned.
Bachelor’s Degree and a minimum of three-five years of experience in office management, preferably in an academic setting, is required. Familiarity with the university administrative computer systems (PeopleSoft, WISER, Zythos, and other enterprise reporting systems) is preferred.
• Knowledge of the principles and practices of office management.
• Knowledge of the methods of general report writing.
• Knowledge of the types and uses of general office equipment.
• Knowledge of Human Resources best practices including preparation of Personnel Action Forms and pre-employment paperwork for all students including domestic and international students.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• 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 exercise sound judgment.
• Ability to exercise discretion in handling confidential information.
• Ability to perform at a high level of competence in a fast paced and detail-oriented environment serving a large and diverse customer base.
• Demonstrated facility with a wide variety of software applications including Microsoft Office (Word, Excel, PowerPoint and Outlook) Also, Adobe Acrobat, FileMaker Pro and HTML authoring.
• Superb oral and written communication skills.
• A great team player and leader.
UMass Boston is an Affirmative Action, Equal Opportunity, Title IX Employer. Among the procedures which may be used to select personnel to fill vacant positions are review of work experience, reference checks, and interviews. All appointments and promotions will be effective on a Sunday.
University of Massachusetts Boston - 21 months ago
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