Administrative Assistant II (Anthropology)
Administrative Assistant II (Anthropology)

Administrative Assistant II (Anthropology)

Boston Full-Time 36000 - 60000 ÂŁ / year (est.) No home office possible
U

At a Glance

  • Tasks: Support the Anthropology Department with administrative tasks, event scheduling, and student assistance.
  • Company: Join UMass Boston, a vibrant hub for higher education and community engagement.
  • Benefits: Enjoy flexible hours, a collaborative environment, and opportunities for personal growth.
  • Why this job: Be part of a dynamic team that values diversity and fosters a supportive culture.
  • Qualifications: Two years of office experience required; familiarity with university protocols is a plus.
  • Other info: This is a part-time, entry-level position perfect for students looking to gain experience.

The predicted salary is between 36000 - 60000 ÂŁ per year.

Administrative Assistant II (Anthropology)

Join to apply for the Administrative Assistant II (Anthropology) role at UMass Boston

Administrative Assistant II (Anthropology)

Join to apply for the Administrative Assistant II (Anthropology) role at UMass Boston

General Summary:

The Administrative Assistant will support all clerical aspects of the Anthropology Department, working alongside the Department Chair, Graduate Program Director(s), and Graduate Program Coordinator on departmental tasks related to administration, personnel, curriculum, finances, event scheduling, and regular upkeep. The incumbent will also provide support to students regarding course registration and declaring majors, faculty advising assignments, and supervising work-study employment.

General Summary:

The Administrative Assistant will support all clerical aspects of the Anthropology Department, working alongside the Department Chair, Graduate Program Director(s), and Graduate Program Coordinator on departmental tasks related to administration, personnel, curriculum, finances, event scheduling, and regular upkeep. The incumbent will also provide support to students regarding course registration and declaring majors, faculty advising assignments, and supervising work-study employment.

Examples of Duties:

  • Provide administrative and financial support functions for the Anthropology Department, for individual department faculty, as needed, and for the graduate and undergraduate programs.
  • Coordinate with staff members to have the office “open” to greet and direct visitors and provide assistance to individuals seeking to contact the department; receive and direct internal and external phone and e-mail; and receive, sort and distribute mail.
  • Maintain functional copier, printer, scanner, fax, and computer resources in the main office and know how to use and troubleshoot. respond promptly to reasonable requests for assistance from faculty and staff with photocopying, scanning, mailing, and other tasks.
  • Ensure that the department is properly stocked with necessary office supplies and that workspaces and office appliances are orderly and clean; maintain inventory of departmental supplies and purchase supplies, goods and services as needed.
  • Prepare purchase orders or use assigned BankCard in conformity with existing departmental and university policies and procedures; assist with disbursement of department sponsorship funds and honoraria for speakers, assist with setting up vendors.
  • Manage the assignment of non-tenure and tenure-track faculty to offices and phone numbers; assist Laboratory Coordinator with research spaces in the Department and affiliated Fiske Center.
  • Work with the Department Chair, Department Manager, and faculty on critical and sensitive personnel projects and department reviews which may require multiple deadlines, such as fourth-year, tenure, and post-tenure reviews, as well as non-tenured and tenured faculty promotion cases, AQUAD assessments, Annual Faculty Reports (AFRs) — and process according to standardized university policies and procedures.
  • Process human resources paperwork and related requests for the department; serve as department timekeeper; assist in faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process.
  • 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.
  • Assist the department chair in the scheduling of class sections, including entering scheduled course information in the university’s scheduling system, updating the schedule as changes are needed prior to the start of each semester, and facilitating room changes requests; handle final exam scheduling and oversee the online student course evaluation process at the close of each term.
  • Maintain files on individual departmental staff, including regularly gathered information such as course schedules and syllabi, office hours, and course coverage.
  • Assist with the online student course evaluation process at the close of each term, provide timely course evaluation reports to each instructor, and maintain evaluation report records for future personnel reviews.
  • Prepare non-tenure track faculty contracts each semester and coordinate with Dean’s Office for review and signature.
  • 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 keyed office space, as well as access to required software applications, when appropriate; serve as department point person regarding equipment issues (e.g., copier) and office moves/logistics.
  • Assist in the organization of departmental meetings and events, including luncheons, colloquia and graduation events, to include purchasing refreshments, reserving space, catering, and preparing signage and awards.
  • Assist with routine undergraduate student matters such as supplying major/minor declaration forms and maintaining an active list of faculty advisors; ensure that department guides and marketing materials are updated regularly and easily available in paper and online forms; ensure that all advising groups have updated materials for proper advising for our majors; and prepare materials for university Open Houses and Welcome Days.
  • Assist with maintaining files on individual students, alumni relations, pre-collegiate and on-campus marketing of the major, including updating department databases.
  • Manage departmental social media accounts and website content; update online material regularly; and distribute announcements via social media and email blasts to students, faculty, staff, and the wider campus and Boston public.
  • Recruit and train the department’s work study student(s) re: office tasks and procedures.
  • Supervise student employees working in the main department office.
  • Perform other administrative assistant duties as assigned.

Qualifications:

The incumbent must have at least two years, or equivalent part-time, experience in office management, office administration, business administration, or business management is required.

Preferred Qualifications:

  • Knowledge of or experience with University or Department protocols, projects, and online systems is preferred.

Knowledge, Skills and Abilities:

  • Knowledge of standard office practices and procedures including record keeping, correspondence, and uses of standard equipment and supplies;
  • Knowledge of software applications, including office software and database management (minimally Word, Excel, Powerpoint, and relevant products in the Adobe Creative Suite), and social media platforms (minimally Facebook, but preferably Twitter and Instagram as well);
  • Ability to produce written reports, graphs, and tables in a concise and readable form;
  • Knowledge of and ability to search the internet and create e-mail and distribution lists;
  • Ability to understand and apply the laws, rules, policies, and procedures governing assigned unit activities;
  • Ability to follow guidelines and procedures, as well as to communicate effectively both orally and in writing;
  • Ability to exercise discretion in handling confidential information;
  • Ability to prioritize tasks, multi-task, and respect deadlines and to exercise sound judgment and attend to detail;
  • Strong interpersonal and organizational skills;
  • Initiative and ability to work both independently and as part of a team;
  • Ability to work respectfully and mindfully in an environment with persons from varied ethnic, cultural, national and economic backgrounds;
  • Notable commitment to consistently professional service for students, faculty, and staff; and
  • Desire to work in a unit that values collegiality and respect.

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

  • Seniority level

    Entry level

Employment type

  • Employment type

    Part-time

Job function

  • Job function

    Administrative

  • Industries

    Higher Education

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Administrative Assistant II (Anthropology) employer: UMass Boston

UMass Boston is an exceptional employer that fosters a collaborative and inclusive work environment, particularly within the Anthropology Department. Employees benefit from professional growth opportunities, a supportive culture that values diversity, and the chance to contribute meaningfully to student success and departmental initiatives in the vibrant city of Boston.
U

Contact Detail:

UMass Boston Recruiting Team

StudySmarter Expert Advice 🤫

We think this is how you could land Administrative Assistant II (Anthropology)

✨Tip Number 1

Familiarise yourself with the specific administrative tools and software mentioned in the job description, such as Word, Excel, and Adobe Creative Suite. Being proficient in these applications will not only boost your confidence but also demonstrate your readiness to hit the ground running.

✨Tip Number 2

Network with current or former employees of the Anthropology 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 3

Prepare to discuss your experience with office management and administration in detail. Think of specific examples where you've successfully handled multiple tasks or supported a team, as this role requires strong organisational skills and the ability to multitask.

✨Tip Number 4

Showcase your interpersonal skills by preparing to discuss how you would handle interactions with students, faculty, and staff from diverse backgrounds. Highlighting your commitment to professional service and respect for diversity will resonate well with the hiring team.

We think you need these skills to ace Administrative Assistant II (Anthropology)

Office Management
Administrative Support
Financial Administration
Event Coordination
Customer Service
Communication Skills
Time Management
Attention to Detail
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Database Management
Social Media Management
Interpersonal Skills
Problem-Solving Skills
Confidentiality and Discretion
Ability to Work Independently and as Part of a Team
Knowledge of University Protocols

Some tips for your application 🫡

Tailor Your Cover Letter: Make sure to customise your cover letter for the Administrative Assistant II role. Highlight your relevant experience in office management and administration, and mention specific skills that align with the job description, such as your ability to handle confidential information and manage multiple tasks.

Showcase Relevant Experience: In your CV, emphasise any previous roles that involved administrative support, particularly in an academic or departmental setting. Include specific examples of tasks you've handled that relate to the duties listed in the job description, like managing schedules or coordinating events.

Highlight Technical Skills: Since the role requires knowledge of various software applications, make sure to list your proficiency in tools like Microsoft Office Suite and any database management systems you’ve used. If you have experience with social media platforms, mention that too, as it’s relevant to managing departmental communications.

Professional References: Prepare a list of three professional references who can vouch for your administrative skills and work ethic. Ensure they are aware that they may be contacted and provide them with details 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 Department

Familiarise yourself with the Anthropology Department's structure, key personnel, and ongoing projects. This will help you demonstrate your genuine interest in the role and show that you've done your homework.

✨Highlight Relevant Experience

Be prepared to discuss your previous administrative experience, especially any roles that involved office management or support in an academic setting. Use specific examples to illustrate how your skills align with the job requirements.

✨Demonstrate Organisational Skills

Since the role requires multitasking and managing various tasks, be ready to share examples of how you've successfully prioritised and organised your workload in past positions. This will showcase your ability to handle the demands of the job.

✨Prepare Questions

Have a few thoughtful questions ready to ask at the end of the interview. This could include inquiries about departmental goals, team dynamics, or opportunities for professional development. It shows your enthusiasm and engagement with the position.

Administrative Assistant II (Anthropology)
UMass Boston

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