Administrative Assistant
University of Massachusetts- Boston - Boston, MA

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The Administrative Assistant for the College of Liberal Arts Advising Programs will provide primary administrative support for the Director of Majors Advising, the Director of CLA First! and department staff. Duties include, but are not limited to: serve as first point of contact for the College of Liberal Arts Advising Programs; greet and direct visitors; provide assistance to both internal and external customers; receive and direct phone and e-mail inquiries and field inquiries to appropriate staff person; receive, sort and distribute mail appropriately; prepare routine correspondence; update departmental forms, when appropriate; prepare meeting agendas and circulate to staff for review; take minutes of meetings, when needed; assist students and faculty with information regarding advising issues; provide routine information to and coordinate efforts with staff and other internal and external constituencies; prepare routine electronic mailing to students, faculty and staff; maintain and archive both hard copy and electronic records, files and materials; gather, update and enter information into departmental and/or university databases; maintain inventory levels of departmental supplies; create and maintain database of inventory and supplies; purchase departmental supplies, goods and services and research suppliers when appropriate; assist departmental staff on scheduling and coordinating meetings, interviews, appointments, special events and conferences and maintain relevant files; attend mandated university trainings on specific systems and policies; may input staff, student and faculty time and attendance; relay issues and/or areas of concern to supervisor for action if needed; pick-up departmental checks, when needed; may assist in the updating of departmental web site and/or social media sites, if needed; may research publications and/or other materials and provide information to appropriate staff member, when appropriate; may supervise the work performed by work study students and review work upon completion; maintain the organization of the department and/or work unit to support efficient operations; receive various invoices and process for payment; receive encumbrances and reconcile and balance accounts; maintain copies of all invoices and reimbursements; prepare, review, edit and submit purchase orders for approval; verify account codes and update on-line purchase orders; process disbursement paperwork; may serve as Procard cardholder for the program and maintain activity log; and other duties as assigned.

Minimum of two years, or equivalent part-time, experience in office management, office administration, business administration or business management is required. Experience with PeopleSoft or 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 and proficiency in office software, including Microsoft Office, as well as database management and handling e-mail and distribution lists.
  • Knowledge of and ability to search the internet and create e-mail and distribution lists.
  • Knowledge of the types and applications of standard office filing systems.
  • Ability to understand and apply the laws, rules, policies and procedures governing the assigned unit activities.
  • Ability to follow guidelines and procedures, as well as written and oral instructions.
  • Ability to communicate effectively both orally and in writing.
  • Ability to give written and oral instructions in a precise, understandable manner.
  • Ability to exercise discretion in handling confidential information.
  • Ability to exercise good judgment in prioritizing tasks and respecting deadlines.
  • Ability to exercise sound judgment.
  • Ability to multi-task and prioritize.
  • Strong interpersonal, communication and organizational skills.
  • Strong attention to detail.
  • Strong 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. Benefitted.
  • Full-time. Grade 15.
  • Bi-Weekly salary $1,455.59
  • State funded.
  • Review of candidates will begin following the application closing date.
Closing date for applications: July 19, 2013