Careers at the University of Massachusetts Lowell

General Summary of Position:

This being an internal opportunity, only current UML Employees, irrespective of Bargaining units are eligible to apply for this position.

The Manning School of Business at UMass Lowell seeks a detail-oriented and proactive Department Assistant to support the Departments of Finance and Management. This key administrative role plays a vital part in facilitating the departments’ academic, research, and service activities. The Department Assistant will contribute to the smooth operation of daily functions, supporting faculty and aligning with the School’s strategic and academic goals.

The position serves as a central administrative and operational support role within an academic department, working closely with department chairs and leadership to ensure smooth, efficient, and professional office functioning. This individual acts as a key liaison between faculty, students, and university administrative offices, delivering high-level administrative services with discretion and accuracy.

Core Responsibilities:

1. Administrative Support & Office Coordination: 

• Acts as the primary administrative partner to academic department chairs, offering confidential and professional assistance.
• Manages day-to-day office tasks including document creation, event planning, and coordination of meetings, interviews, and guest visits.
• Oversees procurement, supply management, budget tracking, and recordkeeping for departmental resources and expenditures.
• Maintains accurate faculty records and supports faculty travel and reimbursement processing.
• Responds to student inquiries and offers operational support to the Dean’s Office as needed.

2. Faculty Personnel and Accreditation Support: 

• Facilitates faculty hiring processes in coordination with HR and Equal Opportunity offices, ensuring accurate and timely documentation.
• Prepares and maintains faculty appointment records and personnel forms (ePAFs).
• Manages collection and maintenance of faculty credentials and course materials to meet accreditation standards, particularly AACSB compliance.

3. Communications and Website Support: 

• Supports departmental communication efforts by maintaining and updating website content.
• Coordinates with faculty and staff to gather new material and ensure accuracy of public-facing information.

4. General Operations & Special Projects:

• Oversees general office operations, including supervising student workers and managing technology needs in collaboration with campus IT.
• Coordinates facilities request and assist with equipment maintenance and workspace organization.
• Provides logistical support for special projects and department-led initiatives.

 Minimum Qualifications (Required):

• High school diploma or GED required; some college coursework is helpful.
• Minimum of three years of relevant administrative or office experience, preferably in an academic setting with increasing responsibility. 
• Strong organizational and time-management skills.
• Demonstrated ability to manage confidential information with discretion
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Additional Considerations:

• Experience using enterprise resource planning (ERP) systems for HR and data management.
• Proficiency with Electronic Personnel Action Forms (ePAFs) and related HR systems.
• Strong written and verbal communication skills.
• Proven ability to build effective working relationships with diverse stakeholders including faculty, staff, students, and guests.
• Professional demeanor in all forms of communication and interaction, consistently ensuring a service-oriented approach.

Special Instructions to Applicants:

This being an internal opportunity, only current UML Employees, irrespective of Bargaining units are eligible to apply for this position.

This is an SEIU 888 Professional Union position, Grade P15.

Please include a resume and cover letter with your application. Names and contact information of three references will be required during the application process.