The Administrative Assistant will provide administrative support for the John W. McCormack Graduate School of Policy and Global Studies Dean’s office with a primary focus on the Center for Rebuilding Sustainable Communities after Disasters (CRSCAD). Duties include, but are not limited to: oversee the daily administrative operations of CRSCAD, including answering and fielding telephone calls, preparing routine correspondence, scheduling appointments and meetings, etc.; maintain proper inventory of office supplies for CRSCAD; research best price for all goods; initiate purchase orders and follow-up on process until receipt of goods and/or services are received; prepare and submit disbursement vouchers for invoice payments; prepare and submit journal entries; prepare and submit expense reports for travel and expense reimbursements, as well as personnel action forms; assist the Director of CRSCAD with the input of constituent and student records in internal databases; maintain accurate and uniform database information; prepare and run reports; assist the Director of CRSCAD with certain aspects of event planning; act as liaison with related University departments, with respect to event planning; maintain and update the Center’s website; may supervise and maintain the work schedule of work-study students; oversee bulk mailings of information related to the Center’s programs; maintain and update mailing lists and databases; design and publish the Center’s monthly newsletter; promote and market the Center and its activities; provide routine administrative support to the Dean’s Office, as needed; assist in general purchasing needs for the Dean’s Office, when required; organize and maintain both hard copy and electronic records and files; assist with the input of records in databases; and other duties as assigned.
At least two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management is required. Knowledge of Microsoft Office applications is required. Working knowledge of applications including PeopleSoft, Filemaker Pro and Constant Contact is preferred. Ability to work nights and/or weekends when necessary.
• Working 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 write concisely, express thoughts clearly and develop ideas in a logical sequence;
• Ability to assemble items of information in accordance with established procedures and determine the proper format and procedures for assembling items of information;
• 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 maintain accurate records;
• Ability to establish and maintain harmonious working relationships with others and to deal tactfully with others;
• Ability to relate to and work collaboratively and respectfully with partner research staff and investigators in both the public and private sector within the United States and abroad;
• Ability to research and navigate the internet and social media;
• Ability to exercise discretion in handling confidential information.
• Ability to exercise sound judgment;
• Ability to multi-task, prioritize and make decisions regarding office procedures and operations;
• Strong interpersonal and organizational skills;
• Strong commitment to customer service.
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.
with your resume, cover letter and list of three professional references.
Closing date for applications:
January 25, 2013
- Classified. Union. Benefited.
- Full time. Grade 15.
- Bi weekly salary: $1,455.59.
- State funded.
- Review of candidates will begin following the application closing date.
University of Massachusetts- Boston - 13 months ago