Specialized Adminsitrative Assistant

POSITION TITLE: Specialized Administrative Assistant

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 19

DATE PREPARED: June 2025

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

The Specialized Administrative Assistant provides advanced administrative support to the Director of Housing/ Dean of Students and plays a key role in supporting the operations and initiatives of the Office of Housing and Student Affairs. This elevated position requires a high degree of professionalism, discretion, and organizational skill to manage sensitive information and coordinate complex processes.

The assistant will be a central point of contact for internal and external stakeholders, demonstrating a warm, professional, and highly responsive approach. Key responsibilities include managing confidential student records, coordinating meetings and housing-related processes, responding to inquiries with diplomacy and accuracy, and supporting initiatives that promote a positive and inclusive campus residential environment. This role requires a cooperative attitude, exceptional follow-through, and the ability to manage multiple priorities in a fast-paced environment.

SUPERVISION RECEIVED:

Receives direct supervision from the Director of Housing/ Dean of Students.

DIRECT REPORTING STAFF:

Coordinates housing assignments, administrative processes, and student support activities with office support staff. Oversees and coordinates activities of office staff. Supervises work-study and non-work study student employees.

THEIR STAFF: None

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Serve as the primary administrative liaison for the Office of Housing and Student Affairs, facilitating communications with students, faculty, staff, and external parties.
• Coordinate scheduling and logistics for housing meetings, student support appointments, and training sessions; prepare related correspondence and materials (e.g., housing assignment letters, policy updates, appeals).
• Provide administrative support for all phases of the housing process, including scheduling, correspondence, and incident tracking.
• Maintain accurate and confidential records of housing assignments, student concerns, and related matters using specialized software; manage electronic and physical filing systems in compliance with institutional policies.
• Prepare reports (including redacting reports), correspondence, and documentation related to housing and student affairs cases, ensuring accuracy and confidentiality.
• Act as a recorder for meetings and hearings, documenting discussions while maintaining confidentiality.
• Assist in processing appeals, grievances, and housing-related requests.
• Draft, prepare, and send official housing documents (e.g., assignment notifications, policy reminders, appeal responses).
• Communicate to students, faculty, and staff on housing policies and procedures, including those outlined in the Student Handbook and Housing Agreement.
• Facilitate pre-appointment preparations and assist students in understanding procedural requirements.
• Support and coordinate educational and outreach programming related to residential life, including workshops, orientation, and community-building initiatives.
• Collaborate with campus partners to promote diversity, inclusion, and awareness of student support resources.
• Organize focus groups or feedback sessions to assess housing and student support processes.
• Assist the Office of Housing and Student Affairs at campus events and meetings.
• Coordinate departmental logistics for events such as workshops, training sessions, orientation, and commencement activities.
• Handle confidential information and records with discretion.
• Train new staff or student workers on departmental procedures and systems.
• Monitor and assist with departmental budget tracking and procurement.

QUALIFICATIONS REQUIRED AT HIRE:

• Knowledge of methods for preparing charts, graphs, tables, and general reports.
• Knowledge of general report writing techniques.
• Abili