Senior Administrative Assistant - Charlton College of Business

POSITION TITLE: Senior Administrative Assistant

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 19

DATE PREPARED: July 2025

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
Provide direct administrative support to the Dean and Associate Dean of the Charlton College of Business (CCB); monitor CCB’s expenditures to ensure budgetary limits for all areas overseen by the Dean are not exceeded; prepare, review and analyze financial reports and other documents; prepare and review requisitions, purchase requests, payroll, contracts, etc. Oversee and monitor the general business/fiscal activities of the Dean’s Office while ensuring compliance with policies, procedures, laws, rules and regulations. Manage, coordinate, delegate and ensure completion of all clerical work in a timely manner. Must maintain a working knowledge of all CCB support staff functions and assist CCB support staff when needed. Must maintain an exceptionally high degree of confidentiality. Duties require a considerable degree of decision making.

SUPERVISION RECEIVED:
Receives direct supervision from the Dean of CCB. Receives functional supervision from the Associate Dean of CCB.

QUALIFICATIONS REQUIRED AT HIRE:
• Knowledge of the principles and practices of office management.
• Knowledge of the principles, practices and techniques of supervision.
• Knowledge of the methods of general report writing.
• Knowledge of the methods used in the preparation of charts, graphs and tables.
• Ability to understand, explain and apply the laws, rules, policies, procedures, etc., governing assigned unit activities.
• Ability to read and interpret documents such as financial reports, accounts, ledgers and contracts.
• Ability to determine the applicability of data, to draw conclusions and make appropriate recommendations.
• Ability to gather information through questioning individuals and by examining records and documents.
• Ability to determine proper format and procedures for assembling items of information.
• Ability to maintain accurate records.
• Ability to prepare general reports.
• Ability to communicate effectively in written and oral expression.
• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
• Ability to deal tactfully with others.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.

QUALIFICATIONS ACQUIRED ON THE JOB:
• Knowledge of the laws, rules, policies, procedures, etc. governing assigned unit activities.
• Knowledge of state purchasing procedures including terminology.
• Knowledge of agency procedures and guidelines governing purchasing.
• Knowledge of state budgeting and accounting procedures including terminology.
• Knowledge of the types and uses of agency forms
• (Based on the assignment) Knowledge of the standard principles and methods of inventory control of supplies and equipment.

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) three years of full-time, or equivalent part-time, professional experience in business administration or business management in a supervisory, administrative or managerial capacity, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration or business management may be substituted for a maximum of two years of the required experience*

II. A Graduate degree with a major in business administration or business management may be substituted for the required experience*

*Education toward such a degree will be prorated based on the proportion of the requirements completed.

LICENSE AND/OR CERTIFICATION REQUIREMENTS: None

DEPARTMENT: Dean Charlton College of Business Department

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED:  No  

SALARY: $64,283.44-$91,345.02

HOURS:  M-F | 8:30 am - 4:30 pm

GRADE: 19

UNION:  AF