Administrative Assistant II (Philosophy)
University of Massachusetts Boston

Job Info

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Job no: 525991
Position Type: Staff Full Time
Campus: UMass Boston
Department: Philosophy
Pay Grade: 17
Date opened: 09 Jan 2025 Eastern Standard Time
Applications close: 23 Jan 2025 Eastern Standard Time

General Summary:

The Administrative Assistant II for Philosophy is responsible for maintaining the daily administrative and financialsupport functions for the Department. The incumbent will interact daily with the full-time faculty, along with parttime/adjunct faculty, and numerous undergraduate students and will provide them with direct administrative andfinancial support. They will monitor departmental finances and human resource needs for the department; will assistthe Chair of the Department in the scheduling of class sections each regular academic semester; and will serve as thedepartment property administrator, working with relevant University units to ensure the smooth on-boarding of newpersonnel. The incumbent will also supervise student employees.

Examples of Duties:

* Provide administrative and financial support functions for the Philosophy Department; greet and direct visitors;receive and direct internal and external phone and e-mail inquiries; provide direct administrative support todepartment faculty; provide routine information and support to students regarding departmental programs andrequirements.* Assist Chair in budget management and planning; prepare projected line-item budget to account for majorDepartmental or programmatic changes; responsible for monitoring the finances and human resources needs ofthe department's undergraduate programs including 3 majors and 2 minors; assure faculty know proper policiesand procedures for allowable purchases; provide regular reminders regarding what expenses are allowable;maintain accurate knowledge of University policies and procedures regarding financials; update faculty whenpolicies or procedures are adjusted; handle all department finances and financial tasks such as trackingmonthly/annual finances; process all financial reimbursements. Process purchases from PHIL GOF, RES, FSU,Grants, Dean's Office Funds, etc.* Process all human resources paperwork and related requests for the department; serve as departmenttimekeeper; assist with faculty searches, including travel arrangements and travel reimbursements, as well ascoordinating and scheduling the interview process; may assist on search committees and working groups asrequested.* Assist in the organization of all department events, including luncheons, colloquia, and scholarly enrichment;secure suitable event space; oversee event set up and break down; facilitate event documentation (photo/videoif requested); responsible for monitoring event budget, coordinating travel arrangements and travelreimbursements for guests; coordinate and run A/V technology; handle catering needs to include planning,purchasing, and displaying refreshments; create and disseminate promotional materials; process speakerhonoraria.* Prepare non-tenure track faculty contracts each semester; forward completed forms to CLA Dean's Office forreview and signature.* Coordinate the assignment of non-tenure track faculty to offices, making changes as needed to accommodateteaching and office hours schedules; manage key requests for all faculty, staff, and student employees; ensurethat every Department member has access to the proper rooms; remind personnel to return keys that are nolonger needed.* Serve as BankCard cardholder for the department and maintain BankCard activity of all purchases; receive andmaintain original itemized receipts for items purchased, as well as travel arrangements, department events andother department expenses and complete necessary forms for payment; reconcile statements in compliance with university regulations, policies and procedures; complete funding reallocations; prepare and processpurchase orders and disbursement vouchers.* Maintain the inventory of departmental supplies and purchase supplies, goods, and services as needed; preparepurchase orders in conformity with existing departmental and University policies and procedures.* Work with the Department Chair and faculty on critical and sensitive projects, which may require multipledeadlines, such as fourth-year, tenure, and post-tenure reviews, as well as faculty promotion cases, AQUADassessments, Annual Faculty Reports (AFRs) and other reviews; compile candidate tenure and promotion filesand process according to standardized University policies and procedures.* Oversee the student course evaluation process at the close of each semester.* Assist the faculty course scheduler in the scheduling of class sections, including entering scheduled courseinformation in the University's scheduling system and updating the schedule as changes are needed prior to thestart of each semester; facilitate classroom changes for faculty whose classrooms do not meet their teachingneeds.* Serve as department property, computer inventory, and IT administrator and work with relevant departments toensure the smooth on-boarding of new staff; ensure that all new hires receive e-mail and telephone access andappropriate office space, as well as access to required software applications, when appropriate; serve asdepartment point person regarding equipment issues and office moves/logistics.* Manage booking of Philosophy Department conference space; assist in maintaining calendar of roomavailability.* Coordinate efforts with internal and external departments and customers, as well as faculty and students, toexchange information, resolve problems and/or facilitate progress of departmental programs, functions andactivities.* Maintain updated Department and student files to include course evaluations, student advising folders, andpersonnel related documents both in paper and electronically as needed; manage Philosophy OneDrive whereimportant documents are stored.* Maintain and update department website and social media.* Meet regularly with Department Chair; assist in planning Department meetings and retreats including preparingand copying necessary materials.* Attend monthly Department Administrative Meetings.* Perform other duties as assigned.

Qualifications:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, officeadministration, business administration or business management, the major duties of which included one or more of thefollowing functions: purchasing, personnel management, budgeting, accounting, records management, work simplification,grants management, contract administration or program management, or (B) any equivalent combination of the requiredexperience and the substitutions below. Substitutions:I. An Associate's or higher degree with a major in business administration, business management or public administration maybe substituted for a maximum of two years of the required experience.*II. An Associate's or higher degree with a major other than in business administration, business management or publicadministration 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.* Knowledge of standard office practices and procedures including office record keeping office correspondence control,the types and uses of office equipment and supplies and business letter preparation.* Knowledge of software applications, including office software and database management. Software and systemswhich will be used by the applicant on a daily basis include Word, Excel, WISER, Blackboard, HR Direct, Buyways,Summit, Zoom/Skype. Experience with Adobe Creative cloud is also necessary.* Knowledge of the types and applications of standard office filing systems.* Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standardsand guidelines governing assigned unit activities.* Ability to communicate effective both orally and in writing and to maintain communication with internal and external program constituencies.* Ability to supervise the work performed by others.* Ability to follow guidelines and procedures, as well and written and oral instruction, as well as give written and oral instructions in a precise, understandable manner.* Ability to communicate effective both orally and in writing.* Ability to maintain accurate records.* Ability to establish and maintain harmonious working relationships with others and to deal tactfully with others.* Ability to research and navigate the internet and social media.* Ability to exercise discretion in handling highly confidential information.* Ability to exercise sound judgement.* Ability to multi-task and prioritize tasks while respecting multiple deadlines.* Strong interpersonal and organizational skills.* Strong commitment to customer service.

Application Instructions:

Please apply online with your resume, cover letter and list of three professional work references.

Review of candidates will begin following the application closing date.

Grade: 17

This is a non-exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the ADA/504 Coordinator Andrea Haas or 617-287-5148.

Applications close: 23 Jan 2025 Eastern Standard Time

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