Senior Administrative Assistant - Charlton College of Business

POSITION TITLE: Senior Administrative Assistant

AGENCY: University of Massachusetts Dartmouth

APPROPRIATION OR AGENCY CODE: 7310-0000

SALARY: Grade 19

DATE PREPARED: July 2025

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Provide direct administrative support to the Dean and Associate Dean of the Charlton College of Business (CCB); monitor CCB’s expenditures to ensure budgetary limits for all areas overseen by the Dean are not exceeded; prepare, review and analyze financial reports and other documents; prepare and review requisitions, purchase requests, payroll, contracts, etc. Oversee and monitor the general business/fiscal activities of the Dean’s Office while ensuring compliance with policies, procedures, laws, rules and regulations. Manage, coordinate, delegate and insure completion of all clerical work in a timely manner. Must maintain a working knowledge of all CCB support staff functions and assist CCB support staff when needed. Must maintain an exceptionally high degree of confidentiality. Duties require a considerable degree of decision-making.

SUPERVISION RECEIVED:

Receives direct supervision from the Dean of CCB. Receives functional supervision from the Associate Dean of CCB.

DIRECT REPORTING STAFF: Administrative Assistant I, Work Study students and Graduate Assistants

THEIR STAFF: None

 DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES

•  Oversee the reporting, reconciliation, and purchasing procedures and work-flow. Manages the College’s Procards, travel and College accounts to include monitoring accounts, maintaining files and records, performing reconciliations and assisting with audits.
• Distribution of CSF and Major Fee funds with organized budgets distributed to CCB Department Chairpersons. Oversee all spending and approvals within PeopleSoft for CCB accounting.
• Informs Dean of university policies concerning fund usage.
• Retrieve information from PeopleSoft Financial Reporting system to compile statistical information for use in reports including but not limited to budget, faculty, and operations at CCB.
• Gather, review, and analyze past and current financial information and/or proposals, including availability of funds and anticipated expenditures, in order to determine projected expenditures.
• Meet with the Dean on a regular basis to discuss the fiscal status of the CCB, provide pertinent findings, financial reports, and documentation and make recommendations.
• Order office equipment, supplies, computers, etc. using PeopleSoft e-procurement and Procard ordering system; maintain maintenance and lease contracts. Meet with vendors relative to equipment, programs, supplies, and/or services. Review proposals and make recommendations to the Dean.
• Process personnel actions and documentation such as faculty and staff evaluations, tenure, sabbaticals, promotions, discipline, retirement, etc.
• Manage and input payroll records of CCB Dean, senior staff, and student employees. Process weekly attendance. Maintains and coordinates student work schedules.
• Act as Deans’ liaison, maintaining professional relations with CCB faculty and staff, University employees and the general public.
• Analyze work processes in order to make recommendations to improve procedures and track work and information flow. Develop, revise and maintain a manual of instruction of job duties for CCB Deans’ and departments’ administrative and clerical staff. Train staff to provide backup services and provide ongoing training. Schedule and assist with backup services.
• Prepare and process job descriptions and search and screen implementations such as advertisement, budgeting, travel arrangements, reimbursements, clearing documentation, routing packages, processing applications for faculty positions, tracking, correspondence and performing other related duties.
• Receive AACSB Accreditation Standards; disseminate information to committees; gather and organize information from the committees; provide to AACSB; and respond to all requests for information from AACSB.
• Enter new information, update and run reports from Sedonaweb; ensure accuracy for use in the AACSB accreditation.
• Review, monitor, and update the CCB website and Facebook and Tweeter pages.
• Function as Property Control for the CCB maintaining accountabilit