Administrative Assistant II

POSITION TITLE: Administrative Assistant II    

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 17    

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Reporting to department leadership, the Administrative Assistant II is responsible for ensuring the efficient daily operation of the Athletics Department by providing a broad range of administrative and customer-service functions. The position serves as the department’s primary contact, welcoming visitors, managing incoming calls and mail, and maintaining calendars, meeting logistics, records, and departmental documentation, while also preparing correspondence, compiling data for reports, and supporting purchasing, travel and vendor processes. The incumbent partners with Athletics staff and campus constituents such as UPST, and CITS, to coordinate services and compliance activities, and supports special events, recruiting efforts, and other season-driven needs, using discretion and independent decision-making to prioritize work and resolve routine issues.

SUPERVISION RECEIVED:

Incumbents of positions at this level receive general supervision from Administrative Assistants or other employees of higher grade who provide instructions as required and procedural and policy guidance, assign work and review performance through conferences and reports for effectiveness and compliance with laws, rules and regulations.

DIRECT REPORTING STAFF: Incumbents of positions at this level exercise direct supervision (i.e., not through an intermediate level supervisor) over, assign work to, and review the performance of 1-5 clerical personnel.

THEIR STAFF: N/A

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

Administrative Operations & Executive Support

• Performs day-to-day administrative and clerical duties and provides support to Athletics Department leadership and staff to ensure efficient and effective daily office operations
• Serves as the primary point of contact for the Athletics Department by welcoming and assisting visitors, answering and directing telephone calls and inquiries, including confidential matters, and managing incoming and outgoing mail, packages, and faxes
• Prepares and distributes departmental meeting minutes, correspondence, forms, files, and reports and performs routine clerical functions (e.g., typing, filing, photocopying)
• Maintains calendar and schedules meetings for Athletics Department leadership
• Coordinates with campus departments to disseminate information specific to staff training, general campus announcements, and Campus Security Authority (CSA) list updates related to Clery Act reporting
• Processes department office supply orders through the University’s procurement system (i.e., BuyWays) and maintains related inventory
• Maintains department office equipment (e.g., copier, fax machine, scanner, laminator) to ensure smooth operation, assists staff with use of office equipment, and coordinates equipment maintenance and repair with vendors
• Maintains department computer inventory and works closely with CITS to assist Athletics staff with IT support requests, initiate and coordinate upgrades, and maintain records of obsolete equipment
• Maintains departmental staff directory, department org charts, and forms, as needed
• Participates in trainings and meetings, as necessary, to maintain knowledge of current software programs (e.g., Concur, HR Direct, COIN, PeopleSoft, BuyWays, Microsoft Office Suite)

Financial, Purchasing & Travel Coordination

• Applies student account holds for unreturned athletic equipment in accordance with departmental procedures
• Assists with processing direct payment requests and requisitions through the PeopleSoft/BuyWays system for game officials, building supervisors, and event entry fees
• Provides guidance to department staff on using University travel and expense management system (i.e., Concur), including travel authorizations and expense reports
• Processes mileage reimbursements, travel authorizations and expense reports for Athletics staff
• Assists with processing student-athlete meal money to ensure budget compliance
• Assists with contract requests and purchase orders for equipment, services, and athletic program vendors
• Assists with University-issued purchasing card reallocations to ensure compliance with University standards and policies
• Reviews and submits vendor forms to Unified Procurement Service Team (UPST) for new vendor setup and address changes
• Department Coordination, Events & Other Support
• Provides support for Athletic Department special f