Administrative Assistant II - Office Of Research & Innovation

POSITION TITLE: Administrative Assistant II

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Provide principal and primary secretarial and clerical assistance to the Assistant Vice Chancellor (AVC) for Research and back-up support to the Chief Research Officer. Receive and screen visitors and telephone calls; compose and/or prepare correspondence, maintain files and records including those of a confidential nature, and perform related work as required. Provide direct support to Principal Investigators in proposal preparation, and post-award administration. Assists the ORA grant accountants and grant managers in the analysis, development and distribution of reports. Provide administrative assistance to the Office of Institutional Ethics and Compliance (IEC) and the Office Technology Commercialization and Ventures (OCTV).

SUPERVISION RECEIVED:

Assistant Vice Chancellor for Research and Innovation, and may take functional direction from the Chief Research Officer.

DIRECT REPORTING STAFF:

May supervise student employees.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Performs various clerical and administrative duties for the Office of Research Administration (ORA), including screening and directing all incoming calls, taking messages, placing outbound telephone calls, accepting and processing internal and external mail and packages (inbound and outbound), typing correspondence and related administrative paperwork and reports, making travel arrangements for professional staff, creating and maintaining files, gathering information and preparing reports, providing back- up support, and responding to requests for information pertaining to UMass Dartmouth and ORA policies and procedures.

• Maintains the ORA annual budget - track expenses to budget, contact appropriate individuals to avoid budget errors, run and download month-end statements and detail reports, review detail to ensure expenses are coded correctly, initiate any corrections, maintain all expenditure files make office purchases, reconcile and allocate monthly Bank Card statements, including maintaining back-up files.

• Provide administrative support to ORA, IEC and OCTV as needed, including invoicing and purchasing.

• Provides direct research development and administration support to Principal Investigators in pre-award and post-award tasks including development of budgets and justifications, preparation of non-technical components of applications, and obtaining departmental, College and University approvals; budget monitoring, assistance with purchasing, hiring, travel and facilities requests.

• Serves as a liaison to other UMass campuses and federal and state funding agencies in scheduling and coordinating meetings and events.

• Assist ORA grant accountants with reporting and/or analysis.

• Assist the AVC and CRO with development of PowerPoint and other professional presentations.

• Maintain the ORA shared office calendar, and the AVC's calendar, including arranging meetings and taking minutes of meetings as requested

• Assist with travel arrangements and prepare travel requests and reimbursements for ORA, IEC, and OCTV staff.

• Performs administrative duties pertaining to grants, contracts and sponsored activities including, but not limited to, data entry into PeopleSoft and/or other databases or spreadsheets to create proposals and update projects, creation and maintenance of proposal and award files, printing e-copies of proposals for files and distribution to Principal Investigators, sponsors, etc.

• Distribution of monthly close out reports to Principal Investigators.

• Generating and analyzing financial reports for grant managers, AVC and the Vice Chancellor for Research and Innovation.

• Monitors all office equipment - daily checks for paper, shredder bin, toner, etc. Order supplies as necessary.

• Administers employment search activity and new hires such as advertisements, scheduling meetings, processing paperwork, etc.

• Processes all incoming and outgoing mail - keeping logs, getting mail to correct recipients.

• Supervises any student help - reviewing their work and ensuring they have sufficient work.

• Maintains ORA filing systems.

• Coordinates and maintains ORA, IEC, OCTV, and UMass Dartmouth research websites.

• Performs other related duties as assigned.

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) three 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.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*

II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

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 types and uses of agency forms.

• Knowledge of the proper telephone procedures for making and receiving agency calls.

• 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.

DEPARTMENT: Office of Research & Innovation

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED: No

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, a current resume and the contact information for three professional references.

The deadline for internal applicants is July 19, 2024.

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

Advertised: 09 Jul 2024 Eastern Daylight Time

Applications close: