Administrative Assistant I - College of Arts & Sciences - Sociology & Anthropology and Public Policy

POSITION TITLE: Administrative Assistant I

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 15                                                                                                                                              

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Coordinates and performs a full range of administrative and fiscal duties in supporting the Departments of Sociology & Anthropology and Public Policy.  Supports the Chairperson with minimal guidance.  Supervise, organize, and make independent decisions concerning work priorities.  Areas of responsibility include financial record keeping, running reports, creating purchase orders, creating change orders, and dealing with vendors.  Will serve as the main customer service person for visitors/students/parents running an organized efficient office.  Maintain a high level of confidentiality

SUPERVISION RECEIVED:

Direct line supervision from the Sociology & Anthropology Department Chairperson.  Additionally, functional supervision from the Public Policy Department Chairperson.

DIRECT REPORTING STAFF: Student office workers (1-5)            

THEIR STAFF: None

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Provide administrative assistance to the Chairperson including discretion in handling confidential information, consistent with university policy and procedures
• Serve as point of contact for the departments, including greeting individuals in the office, answering the telephone, and responding to email inquiries. In response to questions and concerns from the public, university personnel and students, decide whether to contact faculty and staff directly or whether to direct students, staff, or the public to the appropriate person or office. Direct students to appropriate resource personnel to handle academic questions.
• Perform routine office functions including but not limited to maintaining office supplies for the Department; ordering room keys; scheduling rooms for meetings; sending and receiving faxes; photocopying class and research related materials; maintaining bulletin board postings; maintaining confidential files; etc. 
• Perform budgetary duties that include but are not limited to compiling state, grant, and other financial information for departmental budgetary purposes; posting, adjusting, and verifying account balances using the Peoplesoft system regularly and proofing spreadsheets against the Peoplesoft system; generating financial summaries by compiling statistics and figures for budget reports; if necessary, arrange for line item transfers; check account balances for sufficient funds, and, if necessary, arrange for line item transfers.
• Input data for purchase orders, process travel authorization forms, travel expense vouchers, work orders, and direct reimbursement forms for faculty and students (as needed). Order office supplies using Buyways, ProCard, and PeopleSoft and maintain appropriate records of these transactions.
• Operate standard office equipment, including computers, photocopiers, scanner, Fax machines, and specialized office equipment.
• Schedule and make arrangements for conferences, meetings, interviews, appointments, or similar activities in accordance with requirements identified by supervisors.
• Assist in processing personnel actions, such as hiring forms, promotions, tenure reviews, and contract renewals. Confidentiality is required.. Assist in processing all Faculty Evaluation Forms and Faculty Annual Activities Reports and submitting a copy to the Dean's office at the end of each year.
• Compile information accumulated from the Registrar’s office to compose an updated list of majors for the faculty in the department to utilize for various academic reasons.  This requires confidentiality in the handling of student records.
• Maintain and process files of potential employees of the department.
• Help organize Search and Screen Committees by organizing files, checking files for completeness, contacting applicants in order to complete files, create schedules and arrange accommodation and travel for applicants to be interviewed.  Confidentiality is required.
• Creates grid of department faculty teaching schedules and office hours at the beginning of each semester for posting on office doors and for submission to the Dean's office.
• Compose correspondence for routine letters such as requests for information, confirmation of meetings, etc., for approval by supervisors.
• Receive, sort, and distribute incoming mail, memoranda, packages, etc. to appropriate individuals.
• Assist the chairperson in assigning advisors and the certificat