Administrative Assistant II - Graduate Studies

POSITION TITLE: Administrative  Assistant

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Coordinate the assistantship award process according to established detailed guidelines including, but not limited to, review of recommendation forms for approval of assistantship awards and benefit determination to graduate students within the complex multitude of categories which can vary from program to program. Review of graduate student theses/dissertations for proper formatting as established within University guidelines, coordinate authorization for submission to the Library, maintaining records, and editing relevant documentation as well as consulting with appropriate staff and/or students as needed. Research funding opportunities for students. Serve as support and backup to staff in the Office of the Associate Provost for Graduate Studies. Maintain confidential files and records.

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 the student population.

SUPERVISION RECEIVED: Receives direct supervision from the Associate Provost for Graduate Studies.

DIRECT REPORTING STAFF: None.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Review assistantship recommendation forms/submissions and any supporting documentation for completeness and accuracy ensuring compliance with Guidelines for Graduate Student Financial Support (or the current governing document); communicate and troubleshoot problems with deans, faculty, and/or staff to rectify.
• Utilize University systems, programs and databases (i.e., COIN, HR Direct, PeopleSoft Financials, Microsoft) to perform data verification of student eligibility; reconcile the start and end dates proposed on recommendation forms with any previous award.
• Based upon current guidelines, determine the appropriate level of benefits for each assistantship recommendation, record the information on the recommendation form, recommend for approval or denial, and submit to the Associate Provost for Graduate Studies for review and signature.
• Update and maintain master worksheet(s) for all awarded assistantships and fellowships, inclusive of break out calculations for appointment (i.e., fall semester stipend, intersession stipend, spring stipend, and summer stipend as applicable); review, analyze and prepare reports; determine appropriate contract and prepare assistantship contract letters specific to the individual using mail merge; prepare correspondence, memoranda, etc.
• Respond to inquiries from auditors and other university offices for documentation as specifically requested.
• Retrieve academic and/or demographic information on students by accessing current student information software for a variety of projects.
• Communicate with Graduate Program Directors and/or departmental program assistants or student information systems to follow-up on overdue, unreturned contract letters.
• Review of graduate student theses and dissertations for formatting that conforms with University guidelines as specified in the “Requirements for Theses and Dissertations” document (also known as the Thesis Guide), or other governing document, and communicating and/or meeting with students to provide feedback regarding corrections needed.
• Maintain knowledge of style manuals and writing guides for various formats via handbooks available.
• Finalize and submit electronic copies of theses/dissertations.
• Maintain records/listing of theses and dissertations approved, currently tracked via Excel spreadsheets. Update “Requirements for Theses and Dissertations” document (or the current governing document) and coordinate the posting of revisions to the University’s website with appropriate personnel as well as notifying graduate program representatives of changes.
• Serve as Graduate Studies liaison with identified Library staff for thesis/dissertation requirements and submissions.
• Meet with faculty and/or students to offer overview of requirements for formatting and submission of theses/ and dissertations at request of programs of study or library staff.
• Assist with processing forms that require the Associate Provost’s signature, including but not limited to full-time enrollment, program transition, and advanced standing; submitting to the appropriate recipients, and updating tracking database as needed.
• Assist students and faculty by working through appropriate/applicable University offices to correct problems or determine process for correction.
• Research, identify and disseminate information regarding pot