Administrative Assistant II - University Marketing

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 administra