Administrative Assistant, part time
University of Massachusetts- Boston - Boston, MA

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The part time Administrative Assistant for the Institute for Learning and Teaching (ILT) will provide administrative support for all ILT programs. Duties include, but are not limited to: greet and direct visitors; answer various inquiries and provide routine information regarding ILT and its programs; receive, sort and distribute mail appropriately; prepare routine correspondence; assist in conducting research for curriculum development, based on requests received by internal and external constituents and provide information to appropriate staff member, when appropriate; assist ILT staff with the creation of publications and materials; prepare requisitions to obtain purchase orders; process disbursement paperwork to ensure timely payment for item(s) purchased; manage and purchase departmental supplies and equipment; select sources for supplies, materials and equipment after careful evaluation of all qualified vendors; work with Controller’s Office to obtain authority to use a new vendor, when appropriate; receive invoices for items purchased, travel arrangements and events and process for payment; reconcile all reimbursements; receive encumbrances and reconcile and balance accounts; maintain copies of all invoices and reimbursements to maintain proper documentation of purchases; reconcile monthly Pro-Card statements to adhere to and comply with university and grant regulations, policies and procedures; recharge appropriate account for items purchased to ensure a balanced budget and to adhere to and comply with university and grant regulations, policies and procedures; maintain all documentation related to purchases to ensure proper documentation for audit purposes; maintain ILT’s program budgets; track budget lines, run budget reports, and make budget recommendations to staff; provide input and/or information to aid in the budget making process; research budget and chartfield information in the university’s finance system and provide requested information to departmental staff, as requested; maintain, review and monitor grant deadlines to ensure that all outstanding and open invoices are paid and reconciled before the grant closes; research and gather budget figures and ensure back-up materials for items spent with grant dollars and submit information to supervisor; prepare and gather information for human resources action forms; research required information in order to complete forms, including budgetary information; research discrepancies when necessary; be responsible for the facilitation of weekly time and attendance and related payroll reports; be responsible for the completion and review of financial data required for reporting to the Boston Public School System and other Institute funding agencies; and other duties as assigned.

Two years of full-time or equivalent part-time experience in office management, office administration or business administration is required. Experience with budget maintenance using grant funds is preferred. Experience with purchasing systems is preferred. Fluency in Spanish is preferred.

• Knowledge of various office software applications, including Microsoft Office and FileMaker Pro;
• Knowledge of standard office procedures and practices;
• Knowledge of standard bookkeeping and accounting practices;
• 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 Institute;
• Strong administrative skills, including typing, data entry, filing, editing and proofreading;
• Strong oral and written communication 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, 74.6% time (28 hours/week).
  • Grade 15. Administrative Assistant I.
  • Bi weekly salary: $1,086.84.
  • State, Trust and Grant funded.
  • Review of candidates will begin following the application closing date.
Closing date for applications: January 28, 2013