Administrative Assistant II (Anthropology)
Job no: 517149
Position Type: Staff Full Time
Campus: UMass Boston
Department: Anthropology
Pay Grade: 17
Date opened: 05 Jan 2023 Eastern Standard Time
Applications close: 27 Jan 2023 Eastern Standard Time
General Summary:
The Administrative Assistant will support all clerical aspects of the
Anthropology Department, working alongside the Department Chair, Graduate
Program Director(s), and Graduate Program Coordinator on departmental tasks
related to administration, personnel, curriculum, finances, event scheduling,
and regular upkeep. The incumbent will also provide support to students
regarding course registration and declaring majors, faculty advising
assignments, and supervising work-study employment.
Examples of Duties:
Provide administrative and financial support functions for the
Anthropology Department, for individual department faculty, as needed, and
for the graduate and undergraduate programs;
Coordinate with staff members to have the office “open” to greet and
direct visitors and provide assistance to individuals seeking to contact
the department; receive and direct internal and external phone and e-mail;
and receive, sort and distribute mail;
Maintain functional copier, printer, scanner, fax, and computer resources
in the main office and know how to use and troubleshoot; respond promptly
to reasonable requests for assistance from faculty and staff with
photocopying, scanning, mailing, and other tasks; Ensure that the
department is properly stocked with necessary office supplies and that
work spaces and office appliances are orderly and clean; maintain
inventory of departmental supplies and purchase supplies, goods and
services as needed;
Ensure that the department is properly stocked with necessary office
supplies and that work spaces and office appliances are orderly and clean;
maintain inventory of departmental supplies and purchase supplies, goods
and services as needed;
Prepare purchase orders or use assigned ProCard in conformity with
existing departmental and university policies and procedures; assist with
disbursement of department sponsorship funds and honoraria for speakers,
assist with setting up vendors;
Manage the assignment of non-tenure and tenure-track faculty to offices
and phone numbers; assist Laboratory Coordinator with research spaces in
the Department and affiliated Fiske Center;
Work with the Department Chair, Department Manager, and faculty on
critical and sensitive personnel projects and department reviews which may
require multiple deadlines, such as fourth-year, tenure, and post-tenure
reviews, as well as non-tenured and tenured faculty promotion cases, AQUAD
assessments, Annual Faculty Reports (AFRs) -- and process according to
standardized university policies and procedures;
Process human resources paperwork and related requests for the department;
serve as department timekeeper; assist in faculty searches, including
travel arrangements and travel reimbursements, as well as coordinating and
scheduling the interview process;
Serve as ProCard cardholder for the department and maintain Procard
activity log of all purchases; receive and maintain original itemized
receipts for items purchased, department events and other department
expenses and complete necessary forms for payment; reconcile statements in
compliance with university regulations, policies and procedures; complete
funding reallocations; and prepare disbursement vouchers;
Assist the department chair in the scheduling of class sections, including
entering scheduled course information in the university's scheduling
system, updating the schedule as changes are needed prior to the start of
each semester, and facilitating room changes requests; handle final exam
scheduling and oversee the online student course evaluation process at the
close of each term;
Maintain files on individual departmental staff, including regularly-
gathered information such as course schedules and syllabi, office hours,
and course coverage;
Assist with the online student course evaluation process at the close of
each term, provide timely course evaluation reports to each instructor,
and maintain evaluation report records for future personnel reviews;
Prepare non-tenure track faculty contracts each semester and coordinate
with Dean's Office for review and signature;
Work with relevant departments to ensure the smooth on-boarding of new
staff; ensure that all new hires receive e-mail and telephone access and
appropriate keyed office space, as well as access to required software
applications, when appropriate; serve as department point person regarding
equipment issues (e.g., copier) and office moves/logistics;
Assist in the organization of departmental meetings and events, including
luncheons, colloquia and graduation events, to include purchasing
refreshments, reserving space, catering, and preparing signage and awards;
Assist with routine undergraduate student matters such as supplying
major/minor declaration forms and maintaining an active list of faculty
advisors; ensure that department guides and marketing materials are
updated regularly and easily available in paper and online forms; ensure
that all advising groups have updated materials for proper advising for
our majors; and prepare materials for university Open Houses and Welcome
Days;
Assist with maintaining files on individual students, alumni relations,
pre-collegiate and on-campus marketing of the major, including updating
department databases;
Manage departmental social media accounts and website content; update
online material regularly; and distribute announcements via social media
and email blasts to students, faculty, staff, and the wider campus and
Boston public;
Recruit and train the department's work study student(s) re: office
tasks and procedures;
Supervise student employees working in the main department office;
Perform other administrative assistant duties as assigned.
Qualifications:
The incumbent must have at least two years, or equivalent part-time,
experience in office management, office administration, business
administration, or business management is required.
Preferred Qualifications :
Knowledge of or experience with University or Department protocols,
projects, and online systems is preferred.
Knowledge, Skills and Abilities :
Knowledge of standard office practices and procedures including record
keeping, correspondence, and uses of standard equipment and supplies;
Knowledge of software applications, including office software and database
management (minimally Word, Excel, Powerpoint, and relevant products in
the Adobe Creative Suite), and social media platforms (minimally
Facebook, but preferably Twitter and Instagram as well);
Ability to produce written reports, graphs, and tables in a concise and
readable form;
Knowledge of and ability to search the internet and create e-mail and
distribution lists;
Ability to understand and apply the laws, rules, policies, and procedures
governing assigned unit activities;
Ability to follow guidelines and procedures, as well as to communicate
effectively both orally and in writing;
Ability to exercise discretion in handling confidential information;
Ability to prioritize tasks, multi-task, and respect deadlines and to
exercise sound judgment and attend to detail;
Strong interpersonal and organizational skills;
Initiative and ability to work both independently and as part of a team;
Ability to work respectfully and mindfully in an environment with persons
from varied ethnic, cultural, national and economic backgrounds;
Notable commitment to consistently professional service for students,
faculty, and staff; and
Desire to work in a unit that values collegiality and respect.
Application Instructions:
Please apply online with your resume, cover letter and list of three
professional work references.
Review of candidates will begin following the application closing date.
Grade: 17 Hourly Rate: $27.66
This is a non-exempt union position.
All official salary offers must be approved by Human Resources.
UMass Boston requires all employees to be vaccinated against COVID-19 and to
confirm proof of their vaccination status. Exemptions from the vaccine
requirement will be permitted only for qualifying religious or medical
reasons.
Applications close: 27 Jan 2023 Eastern Standard Time
