Job Description

General Summary: 

The incumbent will serve as Administrative Assistant for the Department of Gerontology and the Gerontology Institute. The incumbent will perform a number of administrative and personnel functions serving these units. This is a support staff position and the work requires a high degree of confidentiality, precision, and reliability. The incumbent is responsible for complying with University and College regulations and established procedures.

Examples of Duties:

Duties include, but are not limited to the following:

• Provide administrative support to the Chair of the Gerontology Department and Director of the Gerontology Institute;
• As requested, schedule appointments and meetings for the Chair and Director. When necessary reserve rooms for meetings and/or set up zoom links for remote meetings;
• Compile, proofread, and edit minutes of department and institute meetings as requested;
• Assist Chair and Director with correspondence, reports, and other communications;
• Serve as liaison to maintenance and property departments;
• Respond to routine inquiries and ensure a high level of customer service and positive communications between the Gerontology Institute/Department and internal and external customers;
• Receive and direct internal and external phone and email inquiries and field inquiries to the appropriate person;
• Receive, sort and distribute mail. Coordinate outgoing mailings as requested;
• Provide coverage of the Gerontology reception desk;
• Troubleshoot central printer/copiers; send faxes and copy materials as requested;
• Maintain inventory and order office supplies;
• Maintain and keep current computerized databases (e.g., department faculty, institute staff);
• Facilitate office setup for new faculty and staff offices, maintain offices by interfacing with Customer Service, Facilities, Property, and IT departments;
• Respond to requests regarding printing of course syllabi, handouts, exams, and other materials, as requested;
• Assist in making travel arrangements for faculty and staff, as requested;
• Maintain and update electronic distribution lists;
• Monitor websites associated with the Gerontology Department and Gerontology Institute and track changes needed. Facilitate implementation of changes;
• Assist with faculty and staff search efforts and hiring activities as needed;
• Provide support to regular and ad hoc Gerontology Department and Gerontology Institute committees, as requested;
• Establish and maintain a calendar of recurring tasks;
• Be responsible for complying with University and College regulations and established procedures;
• Perform work requiring a high degree of confidentiality, precision and reliability;
• Assist with special projects and events as needed;
• Assist the Graduate Program Directors and program managers with activities related to PhD, MS, and graduate programs;
• Assist Graduate Program Directors and program managers with student travel arrangements and reimbursements;
• Assist the Undergraduate Program Director and program managers with activities related to the Major, Minor, and undergraduate certificate programs;
• Prepare student course evaluations and instruct faculty and graduate students on the evaluation process;
• Assist in organizing documentation for major personnel actions for transmittal to the Dean in accordance with University personnel policy;
• Maintain a list of faculty teaching schedules per semester;
• Compile, organize, and maintain files and records of confidential teaching evaluations;
• Maintain files of all course syllabi;
• Helping with student recruitment and helping advertise academic programs;
• Other duties as assigned.

Qualifications: 

• At least two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management is required;
• Experience working in a university/educational setting preferred;
• Bachelor’s degree preferred;
• Demonstrated organizational skills;
• Strong attention to detail required;
• Strong commitment to customer service;
• Ability to work well under pressure and in a fast paced setting; exercise sound judgment; negotiate with diplomacy and tact; handle multiple tasks in a timely, efficient manner; interact with a wide variety of constituencies; demonstrate strong interpersonal and communication skills;
• Knowledge of standard office procedures and practices required;
• Excellent computer skills and experience with Word, Excel, Powerpoint, Adobe and Access required;
• Excellent correspondence, memorandum, and proofreading skills required;
• Must be able to work in a team-oriented workplace.

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional work references.

Review of candidates will begin following the application closing date.

Grade: 15              Hourly Rate: 27.36

This is a non-exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the ADA/504 Coordinator Andrea Haas or 617-287-5148.

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