Administrative Assistant II

UMass Boston•Boston, MA

5d•$33•Onsite

About The Position

The Administrative Assistant will be responsible for providing administrative support and assisting in the coordination of the daily operational and programmatic functions of Housing and Residential Life (OHRL). The incumbent will provide administrative oversight and support to the Housing and Residential Life; assist in the management of procurement transactions, including entering purchasing requisitions and coordinating vendor payments; manage personnel action and payroll for OHRL student staff, graduate assistants, and interns; and supervise daily operations of the front desk and reception areas, including providing timely communication to all current and incoming students and their families about the information and services offered by OHRL. The incumbent will also provide support for human resource, procurement and financial functions for Off Campus Living (OCL) and Military Affiliated Student Belonging (MAS).

Requirements

At least three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management is required.
Knowledge of various software applications, including Microsoft Office Suite and other routine administrative computer systems;
Knowledge of the types and applications of standard office procedures and practices;
Knowledge of the principles, practices and procedures of office management, including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation;
Knowledge of the types and applications of standard office filing systems;
Ability to understand, explain and apply the laws, rules regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities;
Ability to deal effectively with a wide range of constituencies including students, peers and faculty;
Ability to work with students in distress, both active and inactive, and demonstrate an ability to aid appropriately;
Ability to maintain confidential matters and respond to written, telephone and direct walk-in inquiries concerning information within the Housing and Residential Life;
Ability to follow written and oral instructions;
Ability to assemble items of information in accordance with established procedures;
Ability to work accurately with names, numbers, codes and/or symbols;
Ability to file material in accordance with standard filing procedures;
Ability to maintain accurate records;
Ability to communicate effectively both orally and in writing;
Ability to establish and harmonious working relationships with others;
Ability to exercise sound judgment and work in a fast-paced office environment;
Ability to multi-task and prioritize tasks while respecting multiple deadlines;
Strong interpersonal and organizational skills;
Strong customer service.

Responsibilities

Provide administrative support and assist in the coordination of the daily operations and programmatic functions of the Housing and Residential Life (OHRL); answer and respond to inquiries from clients (i.e. prospective students, families, faculty, staff) and provide timely communication to students, families, staff and community constituents about the services offered by the OHRL; manage the OHRL email inbox and respond to all inquiries in a timely and accurate manner;
Attend Residence Life planning meetings and provide support for committee and subcommittee chairs, including preparing and disseminating agendas and meeting minutes;
Provide information and referrals to individual students regarding on-campus housing and other appropriate services as needed;
Track OHRL communications with all clients and initiate follow-up as appropriate;
Assist the OHRL staff in ensuring that all information systems for the OHRL, including occupancy and program applications, student housing applications and the OHRL website and social media pages, are up-to-date;
Assist in the dissemination of information to incoming and current students, including emails and phone calls to students;
Prepare and process personnel actions for the Director of OHRL and the Associate Director of OCL/MAS and forward the forms to the appropriate University department, as needed; manage payroll for OHRL student staff, graduate assistants, and interns;
Manage scheduling and calendars for OHRL professional staff; supervise and create weekly work schedules for OHRL front desk employees;
Assist the Director of OHRL and Associate Director of OCL/MAS in maintaining financial and budget records;
Purchase office and program supplies using a procurement card or the automated purchasing system to process orders; prepare requisitions, bids, and disbursement vouchers as required; assist in procurement card record-keeping for OHRL, OCL and MAS;
Assist the Director in the development of publications and promotional materials;
Collaborate with other OHRL staff in supporting the planning, execution, and facilitation of social and educational programs for students;
Assist the Director of OHRL and Associate Director of OCL/MAS in conducting assessments, compiling statistics, analyzing data, and writing and editing text for reports, proposals, presentations, and other communications;
Utilize various university and department CRM applications;
Provide general assistance to all OHRL staff as needed;
Perform other duties as assigned.