Senior Program Assistant

University of Massachusetts•Boston, MA

10d

About The Position

The part-time (.75 FTE) Senior Program Assistant provides a wide range of complex organizational, administrative, and professional duties to the Office of the Director of the John W. McCormack Graduate School of Policy and Global Studies (MGS) in the College of Liberal Arts. The incumbent is primarily responsible for the coordination of the program and funding opportunities that the MGS provides to the faculty and students in the departments and centers within the School. The incumbent provides support in faculty and student support initiatives known as the Director’s Office Student Success (DOSS) and the Director’s Office Faculty Fund for Advancing Research (DOFFAR) programs. The Program Assistant supports the successful operation of the School by providing administrative support to the Director’s Office and supervision of work-study students or any hourly employee in the School. Working in collaboration with the director, other staff members, department chairs, and center directors, the incumbent assists with the planning and execution of special events such as organization-wide meetings, employee recognition events, graduation, seminars, and other celebrations. The program assistant also coordinates with the CLA Dean’s Office and department staff members on scheduling and aligning calendars and events. The Program Assistant serves as a leader in ensuring operational efficiency in the faculty and student support initiatives that the School offers. The incumbent also serves as a liaison to departments and centers within the School for initiatives that the School launches in collaboration with the units within the School.

Requirements

Bachelor’s Degree and three to five years of administrative and program assistance experience required
Experience in high-level administrative support and support for special projects, preferably in a higher education setting, is required.
Knowledge of Microsoft Office applications, including Excel, Word, Teams, and Outlook, is essential.
The position may require work during the evenings and weekends.

Nice To Haves

MA preferred
Knowledge of University Information System (UIS) PeopleSoft procedures
Knowledge of the principles and practices of office management;
Knowledge of and ability to perform online searches and conduct online research;
Ability to perform basic computer troubleshooting;
Ability to prioritize work and make independent decisions regarding procedures and operations;
Ability to interact with students and staff across all organizational levels in a proactive and efficient manner;
Ability to follow complex oral and written instructions;
Ability to plan and organize work for various functions;
Ability to work effectively as part of a team, as well;
Ability to work with minimum supervision and show initiative;
Ability to manage complex administrative tasks and functions independently;
Ability to interact with others in a variety of roles and positions;
Ability to handle and maintain confidential records and information;
Ability to deal tactfully with any problems that arise by using independent judgment;
Ability to work well under pressure, in a fast-paced environment;
Strong interpersonal skills;
Demonstrated organizational skills, with strong attention to detail;
Commitment to providing excellent customer service;

Responsibilities

Coordinate the MGS’s Director’s Office Faculty Fund for Advancing Research (known as DOFFFAR), which includes individual faculty support as well as faculty collaboration for interdisciplinary research. Present applications for review;
Coordinate the MGS’s Director’s Office Student Success (DOSS) program, student research funding programs (e.g., DOSS Travel, SEA), and present applications for review;
Work with the Centers and Programs in the MGS to coordinate events and other activities that the Centers and Programs undertake throughout the year;
Coordinate internship programs that the MGS supports through the DOSS program. The internship programs include Civic Action Project (CAP), Loporchio, Werby, and others;
Work with the CLA Dean’s Office to assist with the Dean’s Research Fund (DRF) and Graduate Summer Research Support (GSSR) by creating and updating application forms and providing support to track applications;
Work with the Director of Marketing and Communications in the preparation and distribution of MGS communications; identify appropriate staff regarding media inquiries; contribute to the design and content of brochures, pamphlets and newsletters;
Provide administrative support to the Director of the McCormack Graduate School (MGS); receive and direct internal and external phone and e -mail inquiries and, when necessary, field inquiries to appropriate staff person; receive, sort and distribute mail; maintain and create general files and records, including archival information; take minutes of meetings, when appropriate;
Coordinate and/or attend meetings with the Director and provide administrative expertise, as required; order food for Director’s meetings when necessary;
Coordinate with the Executive Assistant to the CLA dean on scheduling and aligning calendars and events;
Coordinate with MGS department staff on scheduling and aligning calendars and events;
Maintain the School’s website in collaboration with the CLA and University-level website team and make the necessary changes to the website;
Coordinate the production of reports, including annual reports and monthly reports for the Director; gather, assemble, and bind all information and disseminate to appropriate individuals; proofread all documents before publication;
Serve as liaison between the Director’s Office and various community contacts and partners;
Serve as a point person on special projects and events for the Director; prepare all correspondence related to said event and/or project; work in conjunction with the event coordinator, as necessary on these events and/or projects; work in conjunction with the Director of Marketing and Communications in the editing and proofreading of materials related to the event; work with the Business and Grants Manager with budget and grant activities as they related to such special projects and events;
Coordinate the Director’s activities at events; work with the center/department and or external organization sponsoring the event and obtain details and the agenda for review by the Director. Working in collaboration with the director, other staff members, and department chairs, to assist with the planning and execution of special events such as organization-wide meetings, employee recognition events, and retirement celebrations;
Coordinate the planning, promotion, execution, and evaluation of all MGS Director’s office events; work collaboratively with university offices to ensure all events meet university standards; specifically, logistics relative to internal and external events; maintain the MGS event policies and procedures manual that is used by the school departments, centers, and institutes;
Serve as BankCard cardholder and maintain BankCard activity of all purchases; receive and maintain original itemized receipts for items purchased, complete necessary forms for payment; reconcile statements in compliance with university regulations, policies and procedures; complete funding reallocations;
Initiate purchase orders online and follow up on process until receipt of goods or services; assist and/or serve as back-up to Director’s Office staff for general purchasing needs; serve as point person for the completion of personnel action forms and purchases related to special projects and/or events for the Director;
Participate in professional development and training classes on campus to improve knowledge of work and expand level of responsibility;
Perform other duties as assigned in CLA/MGS, where there is a critical need;