UMass Dartmouth
Administrative Assistant II - University Marketing
UMass Dartmouth, Dartmouth, Massachusetts, us, 02714
POSITION TITLE:
Administrative Assistant II
AGENCY:
University of Massachusetts Dartmouth
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:The Administrative Assistant II supports operations within the University Marketing department. The incumbent performs administrative and analytical duties addressing operational and staff support for the effective implementation of marketing efforts; requiring a significant level of decision-making skills, independent action, and judgement. The incumbent is responsible for the review and analysis of budgets and accounts receivables, marketing services support, administrative support for marketing staff and provides exemplary, high quality, and timely customer service to campus constituents and external clients. The Administrative Assistant II performs duties including, but not limited to monthly budget reporting, tracking expenses, assisting with preparation of marketing projects and services, submitting all pertinent forms, requests, preparing contracts, and POs related to marketing, reviewing reports, and coordination with vendors such as photographers, videographers, and print vendors. Serving as a liaison for key marketing department stakeholders, maintaining ProCard accounts, and preparing materials for meetings. The Administrative Assistant II is responsible for supporting marketing department workflow and operations in a very fast-paced environment. 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 all the student population.
SUPERVISION
RECEIVED:Assistant Vice Chancellor for Marketing and Communications. Receives functional direction from members of the University Marketing team.
DIRECT REPORTING STAFF:1-5 Student Workers as relevant
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:* Provides administrative support by creating a welcoming, inclusive, and customer service focused environment for all guests and clients through email, written correspondence, in person and by telephone* Functions as calendar manager for professional staff and schedules and confirms meetings and attendees.* Attends and manages meeting minutes for marketing meetings.* Maintains functioning office space, including ordering and inventory management of office and event supplies, maintains record of expenses against budget and makes recommendations for supplies to be ordered.* Participates in the hiring and payroll process for student employees.* Functions as search committee assistant and schedules interviews, assists with documentation, facilitates communications.* Serves as departmental point of contact for marquee and calendar working closely with Conferencing and Events. Coordinates with designer for content and design development for posts; schedules requests for publishing.* Assists with operational planning and execution of marketing projects; including postage and mailing details, pricing comparisons, vendor and product availability, purchase orders, etc.* Serves as a liaison for marketing staff, campus constituents, students, and external vendors involved in marketing projects; ensuring best client experience through communications and facilitation of project details.* Coordinates with clients and vendors to ensure project requirements are met utilizing ticketing system and outreach.* Responds to the campus community on how to utilize services such as submitting marketing requests, working with print services such as print brokers and using applicable software.* Assists with preparation of documents for approval, processing of purchase requisitions, invoicing, maintenance of records, and maintaining all office expense records.* Assists with budget process by maintaining all records and budget expenses, compiling financial information for departmental budget purposes, monitoring, and verifying account balances and requesting transfer of funds, tracking availability of funds, and ensuring compliance with University rules, regulations, standards and/or procedures.* Produces reports, reviews, and reconciles budgetary and operational reports to ensure that expenditures do not exceed budgetary limits for the department.* Maintains accurate records for ProCard, travel accounts, reviews and reallocates expenses as needed.* Maintains new and updated departmental contracts; proactively monitoring status and expiration dates.* Performs other job-related duties and responsibilities that may be assigned.
MINIMUM ENTRANCE REQUIREMENTS:Applicants must have at least (A) three 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 from the Massachusetts State Classification Specifications.
QUALIFICATIONS REQUIRED AT HIRE:*
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.* Knowledge of the principles, practices and techniques of supervision.8. 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/email 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, 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 principles, practices and techniques of supervision.* Application of people skills when dealing with crisis, screening or projects.* Application of problem-solving skills.* Application of critical thinking skills to prioritize.* Skilled with work processing and spreadsheet programs (notably, Microsoft Word and Excel.)* Ability to compile tabular data and prepare summary reports.* Ability to learn new computer systems, with training.
DEPARTMENT:
University Marketing Department
NO. OF POSITIONS:
1
INTERNAL/EXTERNAL POSTING:
Yes
STATE FUNDED:
Yes
SALARY:
$58,328.14 - $82,294.94
HOURS:
M-F
GRADE:
17
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 is not available.
To apply please submit a letter of interest, a current resume and the contact information for three professional references.
The deadline for internal applicants is August 5, 2024.
The review of internal and external applications will be ongoing until the position is filled.
Administrative Assistant II
AGENCY:
University of Massachusetts Dartmouth
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:The Administrative Assistant II supports operations within the University Marketing department. The incumbent performs administrative and analytical duties addressing operational and staff support for the effective implementation of marketing efforts; requiring a significant level of decision-making skills, independent action, and judgement. The incumbent is responsible for the review and analysis of budgets and accounts receivables, marketing services support, administrative support for marketing staff and provides exemplary, high quality, and timely customer service to campus constituents and external clients. The Administrative Assistant II performs duties including, but not limited to monthly budget reporting, tracking expenses, assisting with preparation of marketing projects and services, submitting all pertinent forms, requests, preparing contracts, and POs related to marketing, reviewing reports, and coordination with vendors such as photographers, videographers, and print vendors. Serving as a liaison for key marketing department stakeholders, maintaining ProCard accounts, and preparing materials for meetings. The Administrative Assistant II is responsible for supporting marketing department workflow and operations in a very fast-paced environment. 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 all the student population.
SUPERVISION
RECEIVED:Assistant Vice Chancellor for Marketing and Communications. Receives functional direction from members of the University Marketing team.
DIRECT REPORTING STAFF:1-5 Student Workers as relevant
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:* Provides administrative support by creating a welcoming, inclusive, and customer service focused environment for all guests and clients through email, written correspondence, in person and by telephone* Functions as calendar manager for professional staff and schedules and confirms meetings and attendees.* Attends and manages meeting minutes for marketing meetings.* Maintains functioning office space, including ordering and inventory management of office and event supplies, maintains record of expenses against budget and makes recommendations for supplies to be ordered.* Participates in the hiring and payroll process for student employees.* Functions as search committee assistant and schedules interviews, assists with documentation, facilitates communications.* Serves as departmental point of contact for marquee and calendar working closely with Conferencing and Events. Coordinates with designer for content and design development for posts; schedules requests for publishing.* Assists with operational planning and execution of marketing projects; including postage and mailing details, pricing comparisons, vendor and product availability, purchase orders, etc.* Serves as a liaison for marketing staff, campus constituents, students, and external vendors involved in marketing projects; ensuring best client experience through communications and facilitation of project details.* Coordinates with clients and vendors to ensure project requirements are met utilizing ticketing system and outreach.* Responds to the campus community on how to utilize services such as submitting marketing requests, working with print services such as print brokers and using applicable software.* Assists with preparation of documents for approval, processing of purchase requisitions, invoicing, maintenance of records, and maintaining all office expense records.* Assists with budget process by maintaining all records and budget expenses, compiling financial information for departmental budget purposes, monitoring, and verifying account balances and requesting transfer of funds, tracking availability of funds, and ensuring compliance with University rules, regulations, standards and/or procedures.* Produces reports, reviews, and reconciles budgetary and operational reports to ensure that expenditures do not exceed budgetary limits for the department.* Maintains accurate records for ProCard, travel accounts, reviews and reallocates expenses as needed.* Maintains new and updated departmental contracts; proactively monitoring status and expiration dates.* Performs other job-related duties and responsibilities that may be assigned.
MINIMUM ENTRANCE REQUIREMENTS:Applicants must have at least (A) three 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 from the Massachusetts State Classification Specifications.
QUALIFICATIONS REQUIRED AT HIRE:*
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.* Knowledge of the principles, practices and techniques of supervision.8. 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/email 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, 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 principles, practices and techniques of supervision.* Application of people skills when dealing with crisis, screening or projects.* Application of problem-solving skills.* Application of critical thinking skills to prioritize.* Skilled with work processing and spreadsheet programs (notably, Microsoft Word and Excel.)* Ability to compile tabular data and prepare summary reports.* Ability to learn new computer systems, with training.
DEPARTMENT:
University Marketing Department
NO. OF POSITIONS:
1
INTERNAL/EXTERNAL POSTING:
Yes
STATE FUNDED:
Yes
SALARY:
$58,328.14 - $82,294.94
HOURS:
M-F
GRADE:
17
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 is not available.
To apply please submit a letter of interest, a current resume and the contact information for three professional references.
The deadline for internal applicants is August 5, 2024.
The review of internal and external applications will be ongoing until the position is filled.