University Of Massachusetts Dartmouth Dartmouth , MA 02714
Posted 3 weeks ago
POSITION TITLE: Administrative Assistant II for Conferencing and Events
AGENCY: University of Massachusetts Dartmouth
DIVISION: Administration & Facilities
SALARY: AFSCME, Grade 17
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
The Administrative Assistant II for Conferencing and Events provides substantial administrative support to the professional staff, 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, event coordination, support for all large-scale University events 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 revenue and expenses, assisting with campus events, submitting all pertinent forms, requests, and POs related to events, preparing, and reviewing reports, assisting with space approval in 25Live, assisting with summer contracts, weekly event reporting, serving as a liaison for key stakeholders, maintaining ProCard accounts, and preparing materials for meetings.
SUPERVISION RECEIVED: Reports to the Director of Business Development and Operations for Conferencing and Events
DIRECT REPORTING STAFF: Provides functional supervision over approximately 15 student workers
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
Provides administrative support by creating a welcoming, inclusive, competent, and customer service focused environment for all guests and clients through email, written correspondence, in person and by telephone
Functions as a power user for Conference Services by assisting the campus community with instructions on how to utilize services including scheduling software such as 25Live and Catertrax
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 including Commencement and Convocation, 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
Manages, 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 and audits and reallocates expenses as needed
Serves as a liaison for on-site event management and coordinates services on the day of the event which may occur on evenings, weekends, and/or holidays
Serves as a liaison for departments and volunteers involved in campus events
Attends, participates, and manages meeting minutes for all Convocation, Countdown to Commencement, Commencement, and Event Operational meetings
Maintains functioning office space, including ordering and inventory management of office and event supplies, maintains record of expenses against budget and makes recommendations
Assists with preparation, processing, and execution of summer conference contracts
Submits authorization forms for campus events including, but not limited to Convocation, Countdown to Commencement and Commencement
Participates in the hiring and payroll process for student employees and summer conference liaisons
Assists with operational planning and execution of reoccurring events including, but not limited to, Open House, Blue and Gold Weekend, and Orientation
Inputs data for events in 25Live, generates scheduled and ad-hoc reports, and works collaboratively with campus constituents on all event requests through 25Live and Catertrax
Works with summer conference liaisons to ensure that all information is input into 25Live, Catertrax, and Facilities work order system
Coordinates with clients to ensure operational needs are met such as setup, technical services, catering, and signage
Functions as calendar manager for professional staff and schedules and confirms client attendance at event planning meetings
Performs other job-related duties and responsibilities that may be assigned
QUALIFICATIONS REQUIRED AT HIRE:
Education toward such a degree will be prorated based on the proportion of the requirements completed
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience
KNOWLEDGE, SKILLS, AND ABILITIES:
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
Knowledge of the principles, practices, and techniques of supervision
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 principle's practices and techniques of supervision
LICENSE AND/OR CERTIFICATION REQUIREMENTS:
REMARKS:
DEPARTMENT: Conferencing & Events
SALARY: $58,328.14 - $82,294.94
HOURS: M-F
GRADE: 17
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, current resume and the contact information for three professional references.
The deadline for internal applicants is May 14, 2024.
Advertised: 30 Apr 2024 Eastern Daylight Time
Applications close:
University Of Massachusetts Dartmouth