Administrative Assistant I - Department English & Communication

University of Massachusetts Dartmouth•Dartmouth, MA

35d

About The Position

Support the English & Communication department with all administrative duties in connection with assigned unit activities including but not limited to office services, records control, budget, communication and coordination, department personnel services. Hire train and supervise part-time staff and student employees. Monitor assigned unit activities; confer with department staff; maintain liaison with other departments and colleges/centers; review and analyze data concerning assigned unit activities (e.g. budget, hours, schedule). Position requires prioritizing work from many levels of stakeholders and assigning workflow to reflect those priorities, matching work to staff experience and abilities. Prepare reports; respond to inquiries; perform related work as required. Follows the University's best practices to build and/or support student academic success and retention, and assists in meeting strategic objectives for persistence and timely graduation of all the student populations.

Requirements

Knowledge of the principles and practices of office management.
Knowledge of the methods of general report writing.
Knowledge of the methods used in the preparation of charts, graphs and tables.
Knowledge of the types and uses of general office equipment.
Ability to understand and apply the laws, rules, policies and procedures, specifications, standards and guidelines governing assigned unit activities.
Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
Ability to follow written and oral instructions.
Ability to gather information through questioning individuals and by examining records and documents.
Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
Ability to assemble items of information in accordance with established procedures.
Ability to determine proper format and procedure for assembling items of information.
Ability to prepare general reports.
Ability to maintain accurate records.
Ability to prepare and use charts, graphs, and tables.
Ability to communicate effectively in oral expression.
Ability to give written and oral instructions in a precise, understandable manner.
Ability to deal tactfully with others.
Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
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 exercise sound judgment.
Ability to exercise discretion in handling confidential information.
Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.
Ability to work with sophisticated financial and student record-keeping system software for database management, spreadsheet generation, desktop publishing, and internet/email functions. Adapt to constantly changing systems/peripherals and equipment.

Responsibilities

Support the English & Communication department with all administrative duties in connection with unit activities and programs.
Maintain the office operation of the department by directing workflow processes such as requests and queries from faculty and students, and create process for work for other office employees.
Prepare and maintain confidential records of a sensitive nature including related to teaching, committee work and research activities of the faculty, including but not limited to: faculty hiring, annual faculty evaluations, reappointments, tenure and promotion, periodic multi-year review, faculty personnel records, faculty credentials, and requests for leave of absence, among others.
Under the supervision of the Department Chairperson, administer the Department components of the University's fiscal records systems (such as Byways, PeopleSoft and Bonitasoft), maintain inventory of and order supplies and equipment, check on the status of requisitions and account balances; retrieve, check, or monitor fiscal data pertaining to the various accounts of the Department, facilitate periodic system audit activities, attend training, and update workshops and sessions.
Hire, supervise, evaluate, schedule the duties and approve time for student employees. Asist in the hiring process of clerical staff in the department.
Maintain ProCard accounts and accurate monthly records for audit. Reallocate expenses as needed.
Perform financial duties under the direction of the Chair, for the department, programs and affiliated centers, which include, but are not limited to, document for approval all records and budget expenses, compiling financial information for departmental budgeting purposes, process purchase requisitions and invoicing and maintain records, monitor and verify account balances and request transfer of funds as needed, prioritize and maintain all office expense spreadsheets and submit queries for estimates.
Maintain communications with all faculty including scheduling and agendas for meetings, course listings, and schedule proposals.
Provide administrative support in connection with assigned unit activities including unit programs (e.g. First Year English and Master's in Professional Writing & Communication) and affiliated centers (e.g. Multiliteracy & Communication Center, American Language and Culture Institute), such as office services, records control, department personnel service, temporary staff recruitment etc. Monitor assigned unit activities; confer with department staff; maintain liaison with other departments and colleges/centers; help prepare reports.
Assist with all university and departmental policy and procedure changes , which impact workflows processes for faculty and staff. This includes acting as point person for training and facilitating faculty-initiated actions (e.g. travel expenses) and changes in facilities (e.g. phone system).
Archive syllabi and other teaching materials germane to record-keeping and assessment of department programs.
Assist with the processing, preparation and security of faculty appointment letters, annual evaluations, promotions, and renewals; explain provisions and contents of various documents and programs to faculty and students.
Oversee process for Part Time Lecturer (PTL) recommendations and appointment letters for accurate PTL salary payroll calculations.
Generate and proofread various materials such as letters, memos, reports, correspondence, exams, forms, records, and other related materials from rough draft and corrected copy using office software, and electronic mail, which may contain confidential information.
Maintain functioning office space, including ordering materials, record and maintain an inventory of supplies purchased for departmental use; maintains record of expenses against the approved budget and makes recommendations based on department needs.
Keep track of inventory and periodically submit list of department inventory to Property Control.
Assist faculty in preparation of travel authorizations, arrangements, and reimbursements.
Record attendance of personnel assigned to the English Department. Prepare attendance forms as needed for approval and signature and forward to appropriate office.
Reserve and confirm rooms for meeting and other events. Reserve and confirm reservations and arrangements for food, audio visual, computer-based instruction or other special equipment for use in meeting rooms and classrooms.
Greet and screen visitors. Receive telephone calls, take messages, screen calls and answer questions and/or refer to the proper person/office for resolution.
Organize, maintain and scan office files and records, reposts and correspondence required for reference and efficient operation; maintain logs, records and various documents and programs to faculty and students.
Coordinate course evaluations for ENL classes; upon execution, organize the results of course evaluations for nearly 200 course sections per term; work with CITS for timely processing and organize and distribute results per the needs of the department evaluation processes.
Process personnel evaluations and recommendations according to institutional and departmental deadlines, regulations, and procedures (confidentiality a must).
Prepare all necessary data and paperwork for faculty evaluations (FEC) (confidentiality a must).
Prepare and maintain files for each major/minor according to class, which contains transfer evaluations, waivers, transcripts, letters of intent, and distribution work sheets. Check status and maintain up-to-date list of all majors/minors. Maintain advising list and concentration requests.
Prepare certification for graduation for undergraduate and graduate majors/minors.
Organize and coordinate interviewing process, travel arrangements, scheduling, and on campus presentations for faculty searches.
Other job-related duties and responsibilities as assigned