Administrative Assistant I - Crime and Justice Studies

POSITION TITLE: Administrative Assistant I

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 15

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

The goal of the Department of Crime and Justice Studies is to give students new opportunities to combine a university education with enhanced avenues for intellectual development, career advancement and public service in the pursuit of justice. Incumbent will be responsible for providing administrative support to the departmental Chairperson and faculty. The incumbent will help implement the goals of the Department of Crime and Justice Studies to enhance avenues for intellectual development by providing administrative support with the daily office activities and logistical support for programming hosted by the department (academic conferences, events and workshops) and other resources. The incumbent is required to use campus software programs needed for the financial and logistical processing of the department's budget and other administrative needs. The incumbent must maintain a high degree of confidentiality and conduct business in a professional and ethical manner.

Follow 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: Chairperson of the Department of Crime and Justice Studies

DIRECT REPORTING STAFF: Student Employees

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

Student files:

* Manage academic advising files and confidential files for all undergraduate students per FERPA regulations and guidelines.
* Keep a Certification database up-to-date for all students in the department.
* Assign advisors to new students entering the department.
* Manage and keep records of graduation files and all certification paperwork.

Internship Program:

* The incumbent will assist with the internship program for the Department of Crime and Justice Studies by working closely with the department chair and faculty who teach CJS 450. The incumbent will assist the Department Chair, Director of Experiential Learning & Internship Development and faculty who teach CJS 450 researching and locating internship placements for students in the Crime and Justice Studies major in concert with the departmental curriculum committee that advances the academic curriculum of the department's mission and expressed goals. The incumbent will also assist keeping up-to-date the Department's Internship program. This may include regularly contacting community-based organizations and governmental entities with the intent to keep up to date a diverse set of internship placements that contribute to and extend the department's curriculum beyond the university classroom. The incumbent will provide the Department Chair with occasional updates regarding opportunities that may be of interest for students in the Major.
* Develop and maintain a database of Internships placements.
* Act as liaison and first point-of-contact for Crime and Justice Studies students and Internship placement employers/supervisors seeking information and assistance.
* Keep appropriate records of the Department's Internship program including where students have interned and who their supervisors were.

Department's Programs and Conferences:

* Coordinate event planning for programs and conferences both on and off campus, including but not limited to: locating and reserving appropriate venues, managing participant registration, travel and lodging details, being available during programing or conferences on site to manage logistical operations, managing and updating website created for the conference or program.
* Keep a database with up-to-date contacts of community and professional organizations that the department collaborates with.
* Work with chairperson to ensure timely and accurate distribution of information to faculty, staff and students when needed.

Student Employees:

* Supervise, train and assess work-study students on office procedures, departmental policies and duties assigned to them.
* Monitor, maintain and submit weekly payroll data to Payroll for student employees' work hours.

Faculty support:

* Communicate to students on behalf of faculty at their request, when faculty are unable to meet commitments due to extenuating circumstances. (E.g. send email or post notice on classroom/office door that faculty will not be available for class/office hours.)
* Reserve audio and multi-media equipment, rooms and other resources when needed for faculty classrooms and departmental programs/conferences and meetings.
* Assist in processing confidential personnel actions such as annual evaluations, hiring forms, promotions, tenure reviews and contract renewals for the department.
* Responsible for maintaining confidential files (hard copy and electronic copies) for all Tenured and Tenure- Track Faculty, Full Time Lecturers and Part Time Lecturers. These will include all evaluation letters, annual reports and reviews, contract renewal and promotion paperwork, tenure and promotion dossiers, and student evaluations.
* Monitor, maintain and submit weekly payroll data to Human Resources.
* Responsible for establishing office hours with faculty at the beginning of each semester; responsible for submission of office hours to the Dean's office.

Department's administrative needs:

* Organize all materials for faculty recruitment. This includes preparing confidential files and logistics for faculty searches.
* Perform day-to-day administrative duties for the Department of Crime and Justice Studies including but not limited to serving as department receptionist, compile and send correspondence (emails and letters) and answering questions about the program, policies and procedures. When necessary refer inquiries to the Chair, other faculty or other administrative offices.
* Screen and direct incoming calls; take messages; distribute mail; respond to departmental and internship information requests.
* Keep the department's website up-to-date.
* Responsible for ordering room keys for faculty, teaching assistants and staff.
* Responsible for general office tasks such as faxes, printing and photocopying.
* Responsible for logistical functions for departmental meetings including booking rooms, taking minutes and filing revised and accepted minutes for each meeting.
* Responsible for keeping up to date on all relevant components of University Financial and Student systems.
* Providing faculty with required information for PeopleSoft and other logistical software. This includes assistance in processing all purchase orders, reviewing departmental accounts and producing reports to the chairperson.
* Process travel authorization, travel expense vouchers and direct reimbursement for faculty for work-related travel purposes.
* Responsible for processing online work order requests.
* Responsible for ordering and maintaining office supplies and maintaining equipment inventory as needed.
* Keep records, reports and track departmental, programs and conferences budgets and report it to the Chairperson.
* Manage all payments and paperwork processed for payment of vendors hired for departmental programs, events and conferences.
* Performs other duties as assigned.

QUALIFICATIONS REQUIRED AT HIRE:

* Knowledge of the principles and practices of office management.
* Knowledge of the methods of general report writing.
* Knowledge of the methods used in the preparation of charts, graphs and tables.
* Knowledge of the types and uses of general office equipment.
* Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
* Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
* Ability to follow written and oral instructions.
* Ability to gather information through questioning individuals and by examining records and documents.
* Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
* Ability to assemble items of information in accordance with established procedures.
* Ability to determine proper format and procedure for assembling items of information.
* Ability to prepare general reports.
* Ability to maintain accurate records.
* Ability to prepare and use charts, graphs and tables.
* Ability to communicate effectively in oral expression.
* Ability to give written and oral instructions in a precise, understandable manner.
* Ability to deal tactfully with others.
* Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
* 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 exercise sound judgment.
* Ability to exercise discretion in handling confidential information.

QUALIFICATIONS ACQUIRED ON JOB:

* Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
* Knowledge of the proper telephone procedures for making and receiving agency calls.
* Knowledge of the types and uses of agency forms.
* Knowledge of the laws, rules and regulations governing the state personnel system.
* Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
* Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
* Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
* Knowledge of state accounting and budgetary procedures including terminology.
* Knowledge of the principles, practices and techniques of supervision.
* Knowledge of PeopleSoft and other University software systems.

MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least:

(A) two years of full-time, or equivalent part-time experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions:

purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or

(B) any equivalent combination the required experience and the substitutions from the Massachusetts State Classification Specifications

REMARKS: Preferred qualifications: experience with Microsoft Office suite or desktop applications.

DEPARTMENT: Crime and Justice Studies Department

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED: No

SALARY: $52,449.02-$73,712.34

HOURS: M-F 8:00 am - 4:00 pm

GRADE: #15

UNION: AFSCME

UMass Dartmouth offers exciting benefits such as:

• 75% Employer-Paid Health Insurance
• Flexible Spending Accounts
• Life Insurance
• Long Term Disability
• State Pension Retirement Plan
• Optional Retirement Savings Plans
• Tuition Credit (Employee, Spouse, & Dependents)
• Twelve (12) paid holidays
• Paid personal, vacation, and sick time
• And More!

Benefits for AFSCME Union- AFSCME

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship is not available.

To apply please submit a letter of interest, a current resume and the contact information for three professional references.

The deadline for internal applicants is November 7, 2024.

The review of internal and external applications will be ongoing until the position is filled.