Specialized Administrative Assistant-Campus Master Planning/Capital Projects Department
Dartmouth, MA Dartmouth, MA Full-time Full-time $78,024 a year $78,024 a year 8 days ago 8 days ago 8 days ago POSITION TITLE:
Specialized Administrative Assistant AGENCY:
University of Massachusetts Dartmouth APPROPRIATION OR AGENCY CODE:
n/a POSITION NO:
n/a DATE PREPARED:
July 2023 Division:
Administration Operations & Facilities General Statement of Duties and
Responsibilities:
The Specialized Administrative Assistant provides direct administrative and fiscal support to Associate Vice Chancellor of Administrative Operations & Compliance, Associate Vice Chancellor of Campus Master Planning/Capital Projects and Associate Vice Chancellor of CITS by exercising independent discretion and judgement, anticipating needs, while managing the day-to-day workflow and prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects.
The Specialized Administrative Assistant prepares and reviews reports, requisitions, purchase requests, contracts, etc.
, in addition to monitoring expenditures, prepare, review and analyze financial reports, fiscal control methods and data collection systems.
The Specialized Administrative Assistant provides technical assistance to University staff, contractors and others.
Supervision Received:
Reporting to the Assistant Vice Chancellor for Campus Master Planning and Capital Projects Supervision Exercised:
May supervise student workers Examples of Duties (Essential Functions):
Stays current with the general business activities of the Administrative Operations, Campus Master Planning/Capital Projects and CITS departments in order to assist with compliance of governing laws, rules, regulations, policies and procedures Performs administrative duties for the department(s) to maintain an operation level of high quality and efficiency in the office Attends staff and project meetings, prepares agenda and/or minutes, and offers ideas, suggestions and procedural changes Monitor's action items from meetings, facilitating completion of such in the required time frame Reconciles ProCard expenses on a monthly basis following established procedures Coordinates cellular calling/data plan assignments and processes monthly phone bills and related department chargebacks Prepares and reviews requisitions, purchase requests, contracts, etc.
to determine reasonableness of costs, availability of funds and/or compliance with University rules, regulations, specifications, standards and/or procedures in order to make appropriate recommendations Assists in the development of the annual budget and monitors expenditures by reviewing and analyzing records and reports in order to ensure that expenditures do not exceed budgetary limits for all areas overseen by senior administrators Prepares, reviews, and analyzes financial reports and other documents in order to determine projected expenditures and prepares budget requests Assists with organizing the scope and timing of University projects to achieve desired organizational goals and benefits Ensures the Associate Vice Chancellor(s) is/are prepared for upcoming appointments by gathering materials necessary for each meeting Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines Prepares, reviews, and analyzes data concerning fiscal control methods and fiscal data collection systems in order to determine effectiveness and compliance with governing laws, rules and regulations and to recommend changes in procedures, guidelines and/or bookkeeping methods Provides assistance and acts as a liaison to staff, contractors and others concerning policies, guidelines, project deliverables and established procedures concerning business/fiscal matters in order to provide information and ensure compliance with established standards Confers with University staff in order to exchange information, coordinate efforts and obtain information concerning University programs and activities Performs related duties such as maintaining records, attending meetings, and contacting vendor representatives and/or contractors relative to equipment, supplies and/or services Serves as liaison for Associate Vice Chancellor(s) and their direct reports, follows-up with assigned tasks, projects, and or processes, maintains calendars and schedules, and prepares correspondence, presentations and reports Facilitates, organizes and coordinates meetings for the department(s) Supervises student workers and maintains time off schedule to ensure proper office coverage at all times Assists with preparing materials and reporting to UMD Finance Office, UPST, DCAMM, and UMass President's Office Performs other job-related duties and responsibilities that may be assigned and/or the job description changed periodically to reflect changing organization needs
Qualifications:
EDUCATION:
Bachelor's Degree or equivalent combination of education, training or experience to successfully perform the essential functions of the position
Experience:
Demonstrated full-time or equivalent part-time experience in office management, office administration, business administration, business management, or a related area KNOWLEDGE, SKILLS AND ABILITIES:
Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-pace setting with excellent attention to detail and the belief that no task is too big or too small Proficient in using technology and productivity software (such as Office 365) to accomplish daily tasks efficiently Ability to work independently Projects a positive demeanor, regardless of changes in working conditions Promptly respond to request with accuracy and a courteous demeanor Ability to communicate effectively orally and in writing Ability to work independently, take initiative and exercise sound judgment Ability to exercise discretion in handling confidential matters Ability to supervise, give direction, and manage projects Working knowledge of word processing, spreadsheet, and presentation programs Working knowledge of general office procedures Ability to understand, interpret and explain complex documents such as policy and procedure manuals, federal and state laws, collective bargaining agreements, etc.
Ability to multitask and set priorities in accordance with the goals and objectives of the department Knowledge of the principles and practices of office management Knowledge of the principles, practices and techniques of supervision Knowledge of the methods of general report writing Knowledge of the methods used in the preparation of charts, graphs and tables Ability to read and interpret documents such as financial reports, accounts, ledgers and contracts Ability to determine the applicability of data, to draw conclusions and make appropriate recommendations Ability to gather information through questioning individuals and by examining records and documents Ability to determine proper format and procedures for assembling items of information Ability to maintain accurate records Ability to prepare general reports Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action Ability to establish and maintain harmonious working relationships with others Ability to deal tactfully with others Proficient in Microsoft Office Suite Preferred
Qualifications:
Previous experience in an institution of higher education Knowledge of and experience with PeopleSoft Financials Environmental Demands:
Work generally performed in an office Frequent work performed with other people Frequent interactions with staff, managers and contractors Mental Requirements:
Must be able to communicate in English (speaking, writing and reading) at a level to effectively perform the essential functions of the Administrative Assistant position Frequent work at a rapid pace Physical Requirements:
Physical Activity Frequency Sitting Frequent Walking Occasional Climbing Stairs Occasional Crouching/Bending/Stooping Occasional Reaching Occasional Grasping Occasional Pushing/Pulling Occasional Near Vision Constant Far Vision Constant Talking Constant Smell Rare Lifting/Carrying (20 lbs.
) Occasional Travel Occasional Frequency Key (hours per day):
Never = 0 hours; Rare = up to 1 hour; Occasional = 1 to 3 hours; Frequent = 3 to 6 hours; Constant = 6 to 7 hours.
Tools and Equipment Used:
Standard office machines, equipment, and software Telephone Personal Computer Department:
518837 No.
of Positions- 1 Internal/External-X State Funded-X Salary:
Internal Candidates:
Salary will be based on provisions in the AFSCME Union Contract.
External Candidates:
This is a recruitable position.
As a result, the annual salary will be commensurate with years of experience to a maximum of step 10 which is currently $78,023.
92.
Hours:
Monday-Friday, 8:
30a.
m.
-4:
30p.
m.
Grade:
-19 Union:
AFSCME UMass Dartmouth offers exciting benefits such as:
75% Employer-Paid Health Insurance Flexible Spending Accounts Life Insurance Long Term Disability State Pension Retirement Plan Optional Retirement Savings Plans Tuition Credit (Employee, Spouse, & Dependents) Twelve (12) paid holidays Paid personal, vacation, and sick time And More! Benefits for AFSCME Union- AFSCME Applicants must be authorized for employment in the U.
S.
on a full time basis.
Employment-based visa sponsorship not available.
To apply please submit a letter of interest, current resume and the contact information for three professional references.
The deadline for internal applicants is August 14, 2023.
The review of applications will begin August 18, 2023 Advertised:
01 Aug 2023 Eastern Daylight Time Applications close:
18 Aug 2023 Eastern Daylight Time.
Estimated Salary: $20 to $28 per hour based on qualifications.
Specialized Administrative Assistant AGENCY:
University of Massachusetts Dartmouth APPROPRIATION OR AGENCY CODE:
n/a POSITION NO:
n/a DATE PREPARED:
July 2023 Division:
Administration Operations & Facilities General Statement of Duties and
Responsibilities:
The Specialized Administrative Assistant provides direct administrative and fiscal support to Associate Vice Chancellor of Administrative Operations & Compliance, Associate Vice Chancellor of Campus Master Planning/Capital Projects and Associate Vice Chancellor of CITS by exercising independent discretion and judgement, anticipating needs, while managing the day-to-day workflow and prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects.
The Specialized Administrative Assistant prepares and reviews reports, requisitions, purchase requests, contracts, etc.
, in addition to monitoring expenditures, prepare, review and analyze financial reports, fiscal control methods and data collection systems.
The Specialized Administrative Assistant provides technical assistance to University staff, contractors and others.
Supervision Received:
Reporting to the Assistant Vice Chancellor for Campus Master Planning and Capital Projects Supervision Exercised:
May supervise student workers Examples of Duties (Essential Functions):
Stays current with the general business activities of the Administrative Operations, Campus Master Planning/Capital Projects and CITS departments in order to assist with compliance of governing laws, rules, regulations, policies and procedures Performs administrative duties for the department(s) to maintain an operation level of high quality and efficiency in the office Attends staff and project meetings, prepares agenda and/or minutes, and offers ideas, suggestions and procedural changes Monitor's action items from meetings, facilitating completion of such in the required time frame Reconciles ProCard expenses on a monthly basis following established procedures Coordinates cellular calling/data plan assignments and processes monthly phone bills and related department chargebacks Prepares and reviews requisitions, purchase requests, contracts, etc.
to determine reasonableness of costs, availability of funds and/or compliance with University rules, regulations, specifications, standards and/or procedures in order to make appropriate recommendations Assists in the development of the annual budget and monitors expenditures by reviewing and analyzing records and reports in order to ensure that expenditures do not exceed budgetary limits for all areas overseen by senior administrators Prepares, reviews, and analyzes financial reports and other documents in order to determine projected expenditures and prepares budget requests Assists with organizing the scope and timing of University projects to achieve desired organizational goals and benefits Ensures the Associate Vice Chancellor(s) is/are prepared for upcoming appointments by gathering materials necessary for each meeting Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines Prepares, reviews, and analyzes data concerning fiscal control methods and fiscal data collection systems in order to determine effectiveness and compliance with governing laws, rules and regulations and to recommend changes in procedures, guidelines and/or bookkeeping methods Provides assistance and acts as a liaison to staff, contractors and others concerning policies, guidelines, project deliverables and established procedures concerning business/fiscal matters in order to provide information and ensure compliance with established standards Confers with University staff in order to exchange information, coordinate efforts and obtain information concerning University programs and activities Performs related duties such as maintaining records, attending meetings, and contacting vendor representatives and/or contractors relative to equipment, supplies and/or services Serves as liaison for Associate Vice Chancellor(s) and their direct reports, follows-up with assigned tasks, projects, and or processes, maintains calendars and schedules, and prepares correspondence, presentations and reports Facilitates, organizes and coordinates meetings for the department(s) Supervises student workers and maintains time off schedule to ensure proper office coverage at all times Assists with preparing materials and reporting to UMD Finance Office, UPST, DCAMM, and UMass President's Office Performs other job-related duties and responsibilities that may be assigned and/or the job description changed periodically to reflect changing organization needs
Qualifications:
EDUCATION:
Bachelor's Degree or equivalent combination of education, training or experience to successfully perform the essential functions of the position
Experience:
Demonstrated full-time or equivalent part-time experience in office management, office administration, business administration, business management, or a related area KNOWLEDGE, SKILLS AND ABILITIES:
Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-pace setting with excellent attention to detail and the belief that no task is too big or too small Proficient in using technology and productivity software (such as Office 365) to accomplish daily tasks efficiently Ability to work independently Projects a positive demeanor, regardless of changes in working conditions Promptly respond to request with accuracy and a courteous demeanor Ability to communicate effectively orally and in writing Ability to work independently, take initiative and exercise sound judgment Ability to exercise discretion in handling confidential matters Ability to supervise, give direction, and manage projects Working knowledge of word processing, spreadsheet, and presentation programs Working knowledge of general office procedures Ability to understand, interpret and explain complex documents such as policy and procedure manuals, federal and state laws, collective bargaining agreements, etc.
Ability to multitask and set priorities in accordance with the goals and objectives of the department Knowledge of the principles and practices of office management Knowledge of the principles, practices and techniques of supervision Knowledge of the methods of general report writing Knowledge of the methods used in the preparation of charts, graphs and tables Ability to read and interpret documents such as financial reports, accounts, ledgers and contracts Ability to determine the applicability of data, to draw conclusions and make appropriate recommendations Ability to gather information through questioning individuals and by examining records and documents Ability to determine proper format and procedures for assembling items of information Ability to maintain accurate records Ability to prepare general reports Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action Ability to establish and maintain harmonious working relationships with others Ability to deal tactfully with others Proficient in Microsoft Office Suite Preferred
Qualifications:
Previous experience in an institution of higher education Knowledge of and experience with PeopleSoft Financials Environmental Demands:
Work generally performed in an office Frequent work performed with other people Frequent interactions with staff, managers and contractors Mental Requirements:
Must be able to communicate in English (speaking, writing and reading) at a level to effectively perform the essential functions of the Administrative Assistant position Frequent work at a rapid pace Physical Requirements:
Physical Activity Frequency Sitting Frequent Walking Occasional Climbing Stairs Occasional Crouching/Bending/Stooping Occasional Reaching Occasional Grasping Occasional Pushing/Pulling Occasional Near Vision Constant Far Vision Constant Talking Constant Smell Rare Lifting/Carrying (20 lbs.
) Occasional Travel Occasional Frequency Key (hours per day):
Never = 0 hours; Rare = up to 1 hour; Occasional = 1 to 3 hours; Frequent = 3 to 6 hours; Constant = 6 to 7 hours.
Tools and Equipment Used:
Standard office machines, equipment, and software Telephone Personal Computer Department:
518837 No.
of Positions- 1 Internal/External-X State Funded-X Salary:
Internal Candidates:
Salary will be based on provisions in the AFSCME Union Contract.
External Candidates:
This is a recruitable position.
As a result, the annual salary will be commensurate with years of experience to a maximum of step 10 which is currently $78,023.
92.
Hours:
Monday-Friday, 8:
30a.
m.
-4:
30p.
m.
Grade:
-19 Union:
AFSCME UMass Dartmouth offers exciting benefits such as:
75% Employer-Paid Health Insurance Flexible Spending Accounts Life Insurance Long Term Disability State Pension Retirement Plan Optional Retirement Savings Plans Tuition Credit (Employee, Spouse, & Dependents) Twelve (12) paid holidays Paid personal, vacation, and sick time And More! Benefits for AFSCME Union- AFSCME Applicants must be authorized for employment in the U.
S.
on a full time basis.
Employment-based visa sponsorship not available.
To apply please submit a letter of interest, current resume and the contact information for three professional references.
The deadline for internal applicants is August 14, 2023.
The review of applications will begin August 18, 2023 Advertised:
01 Aug 2023 Eastern Daylight Time Applications close:
18 Aug 2023 Eastern Daylight Time.
Estimated Salary: $20 to $28 per hour based on qualifications.
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