Careers at the University of Massachusetts Lowell
General Summary of Position:
Under immediate supervision of the center director, serves as initial office
contact for students, faculty, researchers, staff, etc. Responsible for all
budget inquiries and transactions, including transfers, deposits,
reimbursements and general expenses. The principal emphasis is on performing
office duties consistent with center practices, monitoring the needs of the
Center and keeping center director updated on all relevant issues. Provides
support to University Advancement liaison to the Center.
Essential Job Duties:
Provides administrative support to the Director of the Saab Center for
Portuguese Studies and any Visiting Faculty for Saab Center related
activities.
Manages office budget (Operating, Discretionary, and Endowment
accounts).
Maintains detailed budget reports on each for the director and assists
director in data collection for annual endowment reports.
Responsible for all Center-related travel arrangements for director,
visiting faculty, guest speakers, performers, distinguished writers,
scholars.
Manages Center website, social media, and list-serves.
Manages department phone and email communications in English with major
Center partners, including the Calouste Gulbenkian Foundation, the
Portuguese Consulate General of Boston, the Camões Institute of Lisbon,
the University of the Azores, and the Government of the Autonomous Region
of the Azores, etc.).
Supervises student interns and processes forms for student employment
Creates EPAF for all new hires and rehires
Manage academic and cultural events for the Center throughout the academic
year, including in-person or online lectures colloquia. This includes
annual international concert, in coordination with University Advancement.
The events involve developing contracts, scheduling the event on campus or
off-campus or online, arranging housing and travel accommodations for the
performers, and helping to prepare marketing material on- and off-campus
through mass mailings, emails, and social media.
Preparation for these events also includes in-person delivery of marketing
materials on campus and to local donors and businesses.
Clerical support for all fundraising efforts, in coordination with
University Advancement, as necessary.
Assists with activities related to the Portuguese-American Digital Archive
(PADA.
Yearly update of names and emails of the Center's electronic mailing
lists.
Responsible for housing, stipend, travel, marketing and other programming
logistics for several guest speakers, performers, and distinguished
writers each year, in addition to doing the same for director's travel.
Assists with occasional events developed in partnership with Lowell
Portuguese community organizations.
Schedules Saab Center for Portuguese Studies Advisory Board and Academic
Board meetings, takes notes and completes follow up action items, while
also being responsible for the draft of the minutes.
Provides support for visiting faculty whose offices are at the Center.
Places orders for all office supplies
Holds the department Bankcard and files Bankcard log as required
Distributes all incoming and outgoing mail
Makes room reservations for Saab Center events
Orders food items for events from campus and off-campus caterers
Attends training sessions as required by Saab Center
Performs general office duties – phone messages, emails. etc.
Minimum Qualifications (Required):
HS Diploma or GED/equivalent with a minimum of 5 years of related
experience.
Requires knowledge of basic office practices and on-line systems, ability
to understand accounting practices of the University
Telephone etiquette, basic computer skills, and the ability to communicate
effectively and interact well with faculty and students.
Able to draft correspondence in both languages and greet visitors in
either language.
Computer literate and proficient in Microsoft Office and other office
software.
Job requires flexibility to be able to work evenings and weekends in
crunch times to meet critical deadlines.
Special Instructions to Applicants:
Review of applications will begin immediately and will continue until the
position is filled. However, the position may close when an adequate number of
qualified applications is received.
This is a part-time, temporary, non-unit, non-benefited position.
Please include a resume and cover letter with your application. Names and
contact information of three references will be required during the
application process.
