Administrative Assistant I - Art and Design
Job no: 521154
Work type: Staff Full Time
Campus: UMass Dartmouth
Department: Art and Design
Pay Grade: 15
Categories: Administrative & Office Support
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES
The purpose of this position is to provide clerical support for the Department of Art and Design in the College of Visual and Performing Arts (CVPA). The duties include typing (computer literacy required), reception (greet visitors and respond to inquiries in person, by phone and electronically), and dissemination of information pertinent to these departments and the College. The incumbent will have access to a great deal of information about Departmental functions, faculty, staff, and students; maintaining confidentiality is critical.
Follows the University's best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of the student population.
SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction)
Works under the direction of the Assistant Dean of the College of Visual and Performing Arts with functional daily supervision from the Chair of the Department of Art and Design
DIRECT REPORTING STAFF
May supervise clerical personnel and student employees.
THEIR STAFF
None
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
•Responsible for all administrative duties relative to the daily operation of the Department of Art and Design in the College of Visual and Performing Arts (CVPA), which includes, but is not limited to, daily interaction with administrators, faculty, staff, students, parents, vendors and the general public. Manage department workflow. Screen individuals requesting to see various staff and assisting and/or directing them as necessary. Serve as liaison with students to resolve academic issues including referrals to other department or administrative offices.
•Assist with monitoring the Department of Art and Design budgets and other funds as assigned, informing/providing accurate budget information to all relevant staff and personnel on a regular basis to provide input on forecasted spending, operating deadlines and the general operation of these departments. Work directly with various inter-campus and academic departments on campus. Analyze PeopleSoft Financial reports for all assigned accounts to verify accuracy of expenditures, process all purchase requisitions, track approvals, and monitor them until they become purchase orders. Arrange for internal fund transfers and produce reports for relevant staff and personnel. Prepare and submit deposit slips for funds acquired from departmental functions, activities, or sales. Collaborate with CVPA and non-CVPA departments (such as Chancellor's office, Academic Affairs, and Alumni Office, among others) on special projects for allocation.
•Monitor departmental ProCards and other assigned ProCards, including reconciliation of expenditures with bank statements and receipts. Initiate inquiries to outside vendors relative to relevant procurements for quotes on supplies, equipment, and services. Meet with vendors on behalf of the Department of Art and Design. Obtain and process new vendor W9 and W8BEN Forms, when applicable. Maintain an inventory of office supplies with complete knowledge of ProCard and BuyWays procurement, reconciliation, and reallocation skills. Subject to audit.
•Provide administrative support to faculty and staff of the Department of Art and Design. Create, compile, and retrieve academic and/or demographic information from student files, Document Imaging, and/or PeopleSoft (COIN) compile data for reporting departmental Graduate Assistants (GA), Studio Assistants (SA), and Teaching Assistants (TA) with stipend amounts, timeframe, scholarships, assignments, etc.
•Assign advisors as directed by the chair, retrieve transcripts via COIN, class rosters, basic student and class information as questions arise for students and faculty.
•Receive, distribute, and file faculty course evaluations.
•Assist with creating and submitting part-time lecturer contracts for all departments within CVPA. Work with fellow support staff to collect necessary hiring information.
•Assist with payments and scheduling for models when necessary.
•Provide budgetary and administrative support to the Department of Art and Design.
•Work with outside agencies/offices directly and indirectly such as Facility Vendors, Chase Canopy, Bristol Community College, Tremblay's bus transportation, New Bedford Harbor Development, Chamber of Commerce, Downtown New Bedford Inc., Art History Architecture (AHA!), New Bedford Art Museum, city municipalities, USPS, Fed Ex and other organizations.
•Provide other administrative assistance such as scheduling rooms for events. Prepare and submit key request/returns ensuring all are complete and approved by the Dean or designee.
•Assist and participate in recruitment searches for faculty positions. Maintain applicant data. Ensure accurate and complete files of candidates. Prepare search and screen implementations including advertisement, budgeting, travel arrangements, attendance, interview agenda, reimbursements, and proof completed paperwork for further processing and approval.
•Initiate/complete all faculty hiring recommendation forms. Verification of the current faculty contract to ensure the correct pay rate.
•Schedule events in cooperation with the Department of Art and Design Chair, faculty, and students.
•Assist with the new employee onboarding process. Answer questions regarding IT Service Center; telephone service; UMD Facilities, parking, etc.
•Perform other duties as assigned.
QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)
•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, explain and apply the laws, rules, regulations, policies, 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.
QUALIFICATIONS ACQUIRED ON JOB (List knowledge's, skills, abilities)
•Knowledge of the laws, rules, policies, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
•Knowledge of the types and uses of agency forms.
•Knowledge of the proper telephone procedures for making and receiving agency calls.
•Knowledge of the laws, rules and regulations governing the state personnel system.
•Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
•Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
•Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
•Knowledge of state accounting and budgetary procedures including terminology.
•Knowledge of the types and applications of standard office filing systems.
•Knowledge of the clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
•Skill in operating general office machines and equipment.
•Knowledge of the principles, practices and techniques of supervision.
MINIMUM ENTRANCE REQUIREMENTS
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, or (B) any equivalent combination the required experience and the substitutions below:
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. *
II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. *
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience. https://www.mass.edu/forfacstaff/classificationspecs/home.asp
LICENSE AND/OF CERTIFICATION REQUIREMENTS
None
REMARKS:
Ability to work with sophisticated financial and student record-keeping system software for database management (PeopleSoft, Summit, Buyways, or similar software), Microsoft Office Suite products (Excel, Word, desktop publishing, among others) and internet/email functions. Adapt to constantly changing systems/peripherals and equipment.
Department: Art and Design
No. of Positions - 1
Internal/External - X
State Funded - Yes
Salary: $52,449.02 - $73,712.34
Hours: M-F 8:30ma - 4:30 pm or M-F 9:00am - 5:00pm
Grade: 15
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 11/10/2023.
The review of applications will begin 11/13/2023.
Advertised: Oct 31 2023 Eastern Daylight Time
Applications close: