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POSITION TITLE: Administrative  Assistant

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Coordinate the assistantship award process according to established detailed guidelines including, but not limited to, review of recommendation forms for approval of assistantship awards and benefit determination to graduate students within the complex multitude of categories which can vary from program to program. Review of graduate student theses/dissertations for proper formatting as established within University guidelines, coordinate authorization for submission to the Library, maintaining records, and editing relevant documentation as well as consulting with appropriate staff and/or students as needed. Research funding opportunities for students. Serve as support and backup to staff in the Office of the Associate Provost for Graduate Studies. Maintain confidential files and records.

Follows 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 the student population.

SUPERVISION RECEIVED: Receives direct supervision from the Associate Provost for Graduate Studies.

DIRECT REPORTING STAFF: None.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Review assistantship recommendation forms/submissions and any supporting documentation for completeness and accuracy ensuring compliance with Guidelines for Graduate Student Financial Support (or the current governing document); communicate and troubleshoot problems with deans, faculty, and/or staff to rectify.
• Utilize University systems, programs and databases (i.e., COIN, HR Direct, PeopleSoft Financials, Microsoft) to perform data verification of student eligibility; reconcile the start and end dates proposed on recommendation forms with any previous award.
• Based upon current guidelines, determine the appropriate level of benefits for each assistantship recommendation, record the information on the recommendation form, recommend for approval or denial, and submit to the Associate Provost for Graduate Studies for review and signature.
• Update and maintain master worksheet(s) for all awarded assistantships and fellowships, inclusive of break out calculations for appointment (i.e., fall semester stipend, intersession stipend, spring stipend, and summer stipend as applicable); review, analyze and prepare reports; determine appropriate contract and prepare assistantship contract letters specific to the individual using mail merge; prepare correspondence, memoranda, etc.
• Respond to inquiries from auditors and other university offices for documentation as specifically requested.
• Retrieve academic and/or demographic information on students by accessing current student information software for a variety of projects.
• Communicate with Graduate Program Directors and/or departmental program assistants or student information systems to follow-up on overdue, unreturned contract letters.
• Review of graduate student theses and dissertations for formatting that conforms with University guidelines as specified in the “Requirements for Theses and Dissertations” document (also known as the Thesis Guide), or other governing document, and communicating and/or meeting with students to provide feedback regarding corrections needed.
• Maintain knowledge of style manuals and writing guides for various formats via handbooks available.
• Finalize and submit electronic copies of theses/dissertations.
• Maintain records/listing of theses and dissertations approved, currently tracked via Excel spreadsheets. Update “Requirements for Theses and Dissertations” document (or the current governing document) and coordinate the posting of revisions to the University’s website with appropriate personnel as well as notifying graduate program representatives of changes.
• Serve as Graduate Studies liaison with identified Library staff for thesis/dissertation requirements and submissions.
• Meet with faculty and/or students to offer overview of requirements for formatting and submission of theses/ and dissertations at request of programs of study or library staff.
• Assist with processing forms that require the Associate Provost’s signature, including but not limited to full-time enrollment, program transition, and advanced standing; submitting to the appropriate recipients, and updating tracking database as needed.
• Assist students and faculty by working through appropriate/applicable University offices to correct problems or determine process for correction.
• Research, identify and disseminate information regarding potential funding sources and opportunities for students to appropriate individuals; i.e., students, Graduate Program Directors, Department Chairpersons, faculty advisors, etc.
• Contact external funding constituencies to secure additional information regarding funding opportunities as needed.
• Communicate with Office of Research and Economic Development staff to facilitate the grant application process for students; communicate with internal University offices (i.e., Student Employment, Bursar's, Accounts Payable) as necessary.
• Work closely with Fiscal Services staff to facilitate the payment of stipends awarded for assistantships and doctoral fellowships funded by Graduate Studies.
• Create, edit and maintain files, databases, and spreadsheets of relevant funding opportunities, submitted applications, and award determinations (funded or unfunded, including tracking tuition waivers and tuition recovery for faculty startup and other accounts).
• Maintain hard-copy and/or electronic files for all graduate students who receive external funding, assistantships, and fellowships.
• Maintain hard-copy and/or electronic files of all faculty allotments of assistantships.
• Perform routine office support services inclusive of, but not limited to, answering, directing and screening telephone calls; opening and routing mail; entering purchase requisitions; filing; supply inventorying and ordering; photocopying; etc.
• Back-up support in absence of staff in the Office of the Associate Provost for Graduate Studies.
• Perform other job-related duties and responsibilities 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.
• 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 principles, practices and techniques of supervision.

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.

LICENSE AND/OR CERTIFICATION REQUIREMENTS:  None

DEPARTMENT: Graduate Studies

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED:  No  

SALARY: $58,328.14 - $82,294.94

HOURS:  M-F  8:30 am - 4:30 pm

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 May 2, 2025.

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