Employment Opportunities The University's best practices is to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population. Administrative Assistant I Apply now Job no: 499611 Work type: Staff Full
Time Categories: Administrative & Office Support General Summary of Position: Perform administrative and logistical support as well as assist with coordinating processes and/or projects within the Office of the Associate Provost for Graduate Studies, including but not limited to, appointment and meeting scheduling, record and file maintenance and retention; making travel arrangements for the Associate Provost as well as preparing travel authorizations and expense reports for Graduate Studies staff; administering the Graduate Student Travel Grant Program; coordinating student events (Three Minute Thesis Competition and Graduate Student Orientation); assisting with benefit awards and approval of assistantship awards; developing communications, coordinating and/or scheduling details with various University service offices; verifying eligibility for programs via various mechanisms; hiring students awarded fellowships/assistantships supported by the Graduate Studies office assisting with the review of thesis/dissertation submissions for proper formatting based on current University guidelines, and submission to the Library, maintaining records, and editing relevant documentation as well as consulting with appropriate staff and/or students as needed; serving as support and backup to other Office of Graduate Studies staff and maintaining confidential files and records.
Follow 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 all the student population. SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction): Receives direct supervision from the Associate Provost for Graduate Studies and functional supervision from the Administrative Assistant II. DIRECT REPORTING STAFF-N/A THEIR STAFF- N/A NONE NONE DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES: Minimum Qualifications (Required): 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, (B) any equivalent combination of the required experience and the substitutions from the Massachusetts State Classification Specifications found at http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp#C. 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. Additional Information: Department: Graduate Studies No. of Positions-1 Internal/External-X State Funded-X Salary: $853.05 Hours: Monday-Friday, 8:00 a.m.-4:00 p.m. Grade: -15 Union: AFSCME QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities) • Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities. • Knowledge of the proper telephone procedures for making and receiving agency calls. • Knowledge of the types and uses of agency forms. • 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, rule, policies, and procedures regulating 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 principles, practices, and techniques of supervision. • Willingness and ability to acquire new knowledge and learn new skills within the scope of the position. Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available. Special Instructions to Applicants: To apply please submit a letter of interest, current resume and the contact information for three professional references. The deadline for INTERNAL applicants is April 18, 2019. The deadline for EXTERNAL applicants is April 22, 2019. Advertised: 05 Apr 2019 Eastern Daylight Time Applications close: 22 Apr 2019 Eastern Daylight Time
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