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- Tasks: Support the Economics Department with admin and financial tasks while engaging with faculty and students.
- Company: Join UMass Boston, a vibrant hub for education and innovation.
- Benefits: Enjoy flexible part-time hours and gain valuable experience in a dynamic academic environment.
- Why this job: Perfect for those passionate about economics and looking to make an impact in academia.
- Qualifications: Requires 3 years of office management experience; familiarity with software like Word and Excel is a plus.
- Other info: This is a part-time role with opportunities for growth and networking in higher education.
The predicted salary is between 36000 - 60000 £ per year.
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General Summary:
The part-time (.50 FTE) Administrative Assistant for the Economics Department is responsible for maintaining the daily administrative and financial support functions for the Department of Economics. The incumbent will interact daily with full and part-time adjunct faculty, graduate teaching assistants, and numerous undergraduate students and will provide them with direct administrative and financial support. They will monitor departmental finances and human resource needs for Economic Majors and Minors along with the Applied Economics MA Program; will assist the Chair of the Department in the scheduling of class sections each regular academic semester; and will serve as the department property administrator, working with relevant University units to ensure the smooth on-boarding of new personnel. The incumbent will also supervise student employees.
General Summary:
The part-time (.50 FTE) Administrative Assistant for the Economics Department is responsible for maintaining the daily administrative and financial support functions for the Department of Economics. The incumbent will interact daily with full and part-time adjunct faculty, graduate teaching assistants, and numerous undergraduate students and will provide them with direct administrative and financial support. They will monitor departmental finances and human resource needs for Economic Majors and Minors along with the Applied Economics MA Program; will assist the Chair of the Department in the scheduling of class sections each regular academic semester; and will serve as the department property administrator, working with relevant University units to ensure the smooth on-boarding of new personnel. The incumbent will also supervise student employees.
Examples of Duties:
- Provide administrative and financial support functions for the Economics Department; greet and direct visitors; receive and direct internal and external phone and e-mail inquiries; provide direct administrative support to department faculty; provide routine information and support to students regarding departmental programs and requirements.
- Assist Chair in budget management and planning; responsible for monitoring the finances and human resources needs of the department’s undergraduate & graduate programs; assure faculty know proper policies and procedures for allowable purchases; provide regular reminders regarding what expenses are allowable; maintain accurate knowledge of University policies and procedures regarding financials; update faculty when policies or procedures are adjusted; Process purchases from GOF, RES, FSU, DEV, etc.
- Serve as department timekeeper; assist with faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process; may assist on search committees and working groups as requested.
- Assist in the organization of all department events, including luncheons, colloquia, and scholarly enrichment; secure suitable event space; oversee event set up and break down; facilitate event documentation (photo/video if requested); responsible for monitoring event budget, coordinating travel arrangements and travel reimbursements for guests; coordinate and run A/V technology; handle catering needs to include planning, purchasing, and displaying refreshments; create and disseminate promotional materials; process speaker honoraria.
- Prepare non-tenure track faculty contracts each semester; forward completed forms to CLA Dean’s Office for review and signature.
- Coordinate the assignment of non-tenure track faculty to offices, making changes as needed to accommodate teaching and office hours schedules; manage key requests for all faculty, staff, and student employees; ensure that every Department member has access to the proper rooms; remind personnel to return keys that are no longer needed.
- Serve as a BankCard cardholder for the department and maintain BankCard activity of all purchases; receive and maintain original itemized receipts for items purchased, as well as travel arrangements, department events and other department expenses and complete necessary forms for payment; reconcile statements in compliance with university regulations, policies and procedures; complete funding reallocations; prepare and process purchase orders and disbursement vouchers.
- Maintain the inventory of departmental supplies and purchase supplies, goods, and services as needed; prepare purchase orders in conformity with existing departmental and University policies and procedures.
- Oversee the student course evaluation process at the close of each semester.
- Assist the Chair in the scheduling of class sections, including entering scheduled course information in the University’s scheduling system and updating the schedule as changes are needed prior to the start of each semester; facilitate classroom changes for faculty whose classrooms do not meet their teaching needs.
- Serve as department property, computer inventory, and IT administrator and work with relevant departments to ensure the smooth on-boarding of new staff; ensure that all new hires receive e-mail and telephone access and appropriate office space, as well as access to required software applications, when appropriate; serve as department point person regarding equipment issues and office moves/logistics.
- Coordinate Departmental advising of undergraduate students; provide assistance to students with regards to course registration questions, providing major/minor declaration forms, and assigning students to faculty advisors; maintain an active list of faculty advisors; create and disseminate advising materials to students and faculty each term; provide basic programmatic information to students upon declaration of major or minor; assist faculty in troubleshooting in the event degree audit does not read correctly; liaise with contacts in the Registrars’ Office to adjust student degree audits; process program exception forms when necessary.
- Coordinate efforts with internal and external departments and customers, as well as faculty and students, to exchange information, resolve problems and/or facilitate progress of departmental programs, functions and activities.
- Maintain and update department website and social media.
- Attend monthly Department Administrative Meetings.
- Perform other duties as assigned.
Qualifications:
The incumbent must have at least three years full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management. Experience with general accounting is preferred.
- Knowledge of standard office practices and procedures.
- Knowledge of software applications, including office software and database management. Software and systems which will be used by the applicant on a daily basis include Word, Excel, WISER, Blackboard, HR Direct, Buyways, Summit, Zoom/Teams.
- Knowledge of creative management software such as Canva, Adobe Express, etc.
- Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
- Ability to communicate effective both orally and in writing and to maintain communication with internal and external program constituencies.
- Ability to supervise the work performed by others.
- Ability to follow guidelines and procedures, as well and written and oral instruction, as well as give written and oral instructions in a precise, understandable manner.
- Ability to communicate effective both orally and in writing.
- Ability to maintain accurate records.
- Ability to establish and maintain harmonious working relationships with others.
- Ability to research and navigate the internet and social media.
- Ability to exercise discretion in handling highly confidential information.
- Ability to exercise sound judgement.
- Ability to multi-task and prioritize tasks while respecting multiple deadlines.
- Strong interpersonal and organizational skills.
- Strong commitment to customer service.
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: 17
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.
Departments: None
Seniority level
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Seniority level
Mid-Senior level
Employment type
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Employment type
Part-time
Job function
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Job function
Administrative
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Industries
Higher Education
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Administrative Assistant II (Economics) employer: UMass Boston
Contact Detail:
UMass Boston Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administrative Assistant II (Economics)
✨Tip Number 1
Familiarise yourself with the specific software and tools mentioned in the job description, such as Word, Excel, and any relevant database management systems. Being proficient in these applications will not only boost your confidence but also demonstrate your readiness for the role.
✨Tip Number 2
Highlight your organisational skills by preparing examples of how you've successfully managed multiple tasks or projects in previous roles. This will show that you can handle the diverse responsibilities of the Administrative Assistant position effectively.
✨Tip Number 3
Network with current or former employees of the Economics Department at UMass Boston. They can provide valuable insights into the department's culture and expectations, which can help you tailor your approach during interviews.
✨Tip Number 4
Prepare to discuss your experience with budget management and financial support functions. Be ready to share specific instances where you've successfully monitored finances or assisted in budget planning, as this is a key aspect of the role.
We think you need these skills to ace Administrative Assistant II (Economics)
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in office management and administration. Emphasise any previous roles where you provided administrative support, managed finances, or interacted with faculty and students.
Craft a Compelling Cover Letter: In your cover letter, explain why you're interested in the Administrative Assistant II role specifically at UMass Boston. Mention your understanding of the department's needs and how your skills align with their requirements.
Highlight Relevant Skills: Focus on key skills mentioned in the job description, such as communication, organisation, and customer service. Provide examples of how you've successfully used these skills in past positions.
Prepare Professional References: Select three professional references who can speak to your administrative skills and work ethic. Inform them about the position you're applying for so they can tailor their recommendations accordingly.
How to prepare for a job interview at UMass Boston
✨Know the Role Inside Out
Make sure you thoroughly understand the responsibilities of the Administrative Assistant II position. Familiarise yourself with the specific tasks mentioned in the job description, such as budget management and event coordination, so you can discuss how your experience aligns with these duties.
✨Demonstrate Your Organisational Skills
Since this role requires strong organisational abilities, prepare examples from your past experiences where you successfully managed multiple tasks or projects. Highlight your ability to prioritise and meet deadlines, as this will be crucial for the position.
✨Showcase Your Communication Skills
Effective communication is key in this role, especially when interacting with faculty and students. Be ready to provide examples of how you've communicated complex information clearly and effectively in previous roles, both verbally and in writing.
✨Prepare Questions for the Interviewers
Having thoughtful questions prepared shows your interest in the role and the department. Consider asking about the team dynamics, the challenges the department currently faces, or how success is measured in this position. This will also help you gauge if the role is the right fit for you.
