Administrative Assistant
University of Massachusetts- Boston - Boston, MA

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The Administrative Assistant will provide routine administrative support and will serve as the first point of contact for the Vice Chancellor of Enrollment Management and Registrar’s Office. Duties include, but are not limited to: greet, provide general assistance to and guide students and visitors to the appropriate service providers; receive, sort and distribute mail; prepare routine written correspondence and complete standard administrative forms; respond to and provide routine information to both walk-in customers, as well as internal and external phone and e-mail inquiries, and when necessary, field inquires to appropriate staff person; respond to all Enrollment Management departmental e-mails and voicemail messages in a timely manner; maintain the organizational appearance of the reception and waiting area inside of Enrollment Management; maintain both hard copy and electronic records, files and/or departmental materials; retrieve information from files, when necessary; organize and assemble files and materials, and when appropriate forward specific documents to supervisor for review; purchase departmental supplies, goods and services to meet the needs of the office; maintain inventory levels of departmental supplies to ensure adequate supply levels; maintain all documentation related to purchases to ensure proper documentation for audit purposes; enter student and financial information in PeopleSoft and other university support systems; input time and attendance for identified staff; maintain the departmental calendar; organize and schedule appointments and meetings; serve as point person for meetings and appointments for all staff within the Office of Enrollment Management; receive materials submitted by students and distribute to the appropriate staff person; respond to requests from students, including printing unofficial student schedules, degree audits and other student forms and records; access the registration system to assist students with registration, as needed; support Enrollment Management staff to manage and review student records, when required; process and execute ProCard transactions for the office; review invoices for appropriate documentation and approval prior to payment; match invoices to checks and obtain all necessary signatures for the disbursement of check release; compile and sort documents; handle and process all outside vendor checks and monitor accounts payable and receivable; assemble disbursement vouchers; enter requisitions for review and approval by the Director of Finance and in accordance with university budgeting guidelines; prepare and gather information for various forms, as requested; 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. Experience in a business office environment is preferred. Knowledge of and experience with PeopleSoft is preferred.

• Knowledge of various software applications, including Microsoft Office;
• Knowledge of standard office practices and procedures;
• 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;
• Ability to initiative and follow through on projects and special assignments;
• Ability to adjust to changing office priorities;
• Strong communication, interpersonal and organizational 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.
  • Full time. Grade 15.
  • Biweekly salary: $1,455.59.
  • Trust funded.
  • Review of candidates will begin following the application closing date.
Closing date for applications: February 19, 2013