Administrative Assistant
University of Massachusetts- Boston - Boston, MA

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Administrative Assistant provides administrative support functions for the Department of Africana Studies. Duties include, but are not limited to: serve as first point of contact and greet and direct visitors; receive and direct internal and external phone and e-mail inquiries and receive, sort and distribute mail to appropriate individual within assigned unit; prepare routine correspondence; manage the daily calendar for the department chair; set-up databases and gather, update and enter information into respective departmental and/or university databases to retain current, accurate, organized and accessible records; prepare and process information for human resources action forms under the direction of the chair; serve as departmental Pro-Card administrator; receive invoices for items purchased, travel arrangements and events, process for payment and reconcile all reimbursements; maintain copies of all invoices and reimbursements to ensure proper documentation of purchases and to comply with university policies, procedures and grant and audit regulations; purchase departmental supplies, goods and services as needed; prepare purchase orders in conformity with existing departmental and university policies and procedures; supervise work study students, including providing work assignments and reviewing work upon completion; input time and attendance for departmental staff and work study students and pick-up departmental checks, when appropriate; provide administrative support to the chair in the hiring of new faculty and/or new staff and in the preparation of faculty personal reviews; provide administrative support to departmental staff in scheduling meetings and arranging conferences and special events; and other duties as assigned.

At least two years, or equivalent part-time, experience in office management, office administration, business administration or business management is required.

• Knowledge of various software applications, including Microsoft Office and PeopleSoft;
• 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;
• Ability to understand, explain and apply the laws, rules, regulations, policies and procedures governing assigned unit activities;
• Ability to communicate effectively both orally and in writing;
• Ability to prioritize tasks and respect deadlines;
• Ability to exercise good organizational and accurate and detailed record keeping;
• Ability to deal effectively with a wide range of constituencies including students, peers and faculty;
• Ability to maintain confidential matters and respond to written, telephone and direct walk-in inquiries concerning information within the department;
• Strong communication and interpersonal skills;
• Strong commitment to customer service.

Additional Information:
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, interviews, demonstrated physical ability to perform position requirements. Bargaining unit employees will be considered in accordance with Article 19, Section 3 of the current collective bargaining agreement. All appointments and promotions will be effective on a Sunday.

Application Instructions:
Please apply online with your resume, cover letter and list of three professional references.
  • Classified. Union. Benefited.
  • Part time, 50% time. Grade 15.
  • Bi weekly salary: $727.79
  • State funded.
  • Review of candidates will begin following the application closing date.
Closing date for applications: March 25, 2013