Department Assistant - Mathematical Sciences

UMass Lowell•Lowell, MA

About The Position

General Summary of Position: Provide administrative assistance to faculty, staff, and students in support of teaching, research, service, and outreach activities of the department. Perform a wide variety of administrative tasks of academic and business nature involving the continual exercise of discretion, confidentiality, and independent judgment. Excellent oral and written communication skills are essential as well as excellent time management skills and the ability to prioritize work. Must be computer savvy and proficient in Microsoft Word, Excel, and Outlook.

Requirements

HS Diploma/GED equivalent; 3-5 years administrative experience
Three (3) to five (5) years of related work experience, preferably in an academic environment
Computer skills, including database management software
Must have experience with Microsoft Outlook, Word, PowerPoint and Excel
Excellent communication skills both verbal and written.
Excellent organizational and project management skills

Nice To Haves

College degree preferred (Associate's or Bachelor's)
Knowledge in the use of PeopleSoft Financials (including Summit), SIS, Job Hawk, Buy Ways, PageUp, service requests, and HR Direct modules

Responsibilities

Provide administrative support in daily activities to the department chair or center director, faculty, and staff such as answering telephones, mail distribution, copying, filing, maintaining general office supply inventory, and submitting Facilities service requests.
Assist in preparing brochures and mailings to promote the department or center.
Assist in maintaining and order supplies for the department and ensure an excellent appearance of the office.
Assist employment contracts (student hourly employees) that include all associated hiring paperwork (I-9s, W4s, Participation Agreement, Receipt of Policies, etc.) utilizing human resource procedures and policies.
Assist with travel arrangements.
Assist with scheduling exams in “book it” for faculty.
Department and building liaison with facilities requests (service requests).
Ensure optimum customer service in response to all requests for information from visitors, faculty, staff, and students.
Assist with PERC to ensure that all students have passed the pre/co-requisite courses.
Assist with procurement policies and procedures (requisitions, purchase orders, reimbursements, travel, etc.) Extensive knowledge of purchasing, accounts payable, vendor policies and procedures (W9s and IRS Tin).
Assist in analyzing, monitor, and maintain departmental budget records (Operating, Discretionary, Adjunct budget, student help budget and Overhead accounts).
Provide support to faculty in analyzing and monitoring grant/contract budgets.
Maintain procard policy and procedures.