FY26 10/1 - Administrative Assistant II (Frederick Douglass Unity House)

POSITION TITLE: Administrative Assistant II

AGENCY: University of Massachusetts Dartmouth  

SALARY:  Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Serve as the primary support for the Assistant Dean/Director of the Frederick Douglass Unity House.  Provide clerical coordination including but not limited to: promotion, development and effective use of the Unity House for all activities such as classes, seminars, workshops, programs and especially Student Organization Events.  Perform duties associated with budget reporting, reconciliation and analysis, purchasing, internal and external communication requiring a high degree of confidentiality; reporting; marketing; and record keeping; report generation and dissemination; payroll management, and event coordination and support.   Serve as the initial point of contact for the Unity House with internal and external stakeholders.  Maintain program data/files, prepare reports and maintain calendar of events. Supervise student work study positions.  Follow the University’s best practices to help 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: Assistant Dean/Director, Frederick Douglass Unity House

DIRECT REPORTING STAFF: Student Employees - 6-15 (per State Specs)                                                           

THEIR STAFF: None

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Provide administrative support to the Assistant Dean of Students/Director of the Unity House
• Engage with served populations in a manner of neutrality and openness to differences and similarities while maintaining good relationships and providing excellent customer service
• Administer and oversee the process of student meetings with the Assistant Dean regarding Student Conduct, University Leave of Absences and Transfer Exit Interviews
• Provide/facilitate confidential matters/actions for students seen by the Assistant Dean
• Provide confidential student academic information and needs through COIN
• Run, maintain and check accuracy of PeopleSoft budget reports; prepare reports and maintain account records for the Unity House.  Reconcile deposits and expenses on purchasing funds.  Facilitate corrections and transfers.  Administer daily budget expenditures. Prepare end-of-year budget reports and other budget reports as requested
• Utilizing the PeopleSoft Financial System, prepare and process Purchase Orders for supplies, equipment, materials, memberships, licenses, performances, etc.  Facilitate purchases via ProCard.  Communicate with vendors.  Complete and file business expense forms.  Reconcile staff members’ Procards.  Prepare and review purchase and performance contracts.  Maintain and purchase office supplies
• Oversee internal and external correspondence.  Assist Director with confidential reporting and correspondence.  Create and distribute electronic communications to students, faculty and staff via UMD Announce, Carousel and FDUH student list serv.
• Process requisitions, invoices, travel vouchers and reimbursements
• Assist the Assistant Dean and Associate Director with the preparation of the Annual Operational/Strategic plan and year-end report
• Serve as the primary contact for all calls/walk-ins.  Comply with University personnel regulations and office policies. Receive visitors, telephone calls, and respond to students, parents and faculty concerning appropriate information with confidentiality
• Supervise, screen, select, train, schedule and delegate assignments to student workers. Provide direction, orientation, evaluations, discipline, etc.
• Approve and process student payroll; prepare payroll documents for authorization and submittal.  Perform periodic Federal Work-Study balance audits.
• Compose responses to general requests and inquiries as they pertain to the Unity House through referrals, phone calls, visits, written correspondence, etc.
• Manage all daily activity as it relates to the efficient operation of Unity House. Make recommendations to improve work processes within the Unity House
• Arrange for seminars, workshops, programs and student organization events by reserving the Unity House, or any off-campus spaces, specifying services and making notification of the details and services required for the event to take place via telephone, electronic media, hard copy/in person.  Provide services required for such events
• Coordinate operations and make decisions regarding events, including but not limited to, reserving space, meeting with the catering manager to make menu dec