Administrative Assistant I - College of Nursing & Health Science

POSITION TITLE: Administrative Assistant I

AGENCY: University Of Massachusetts Dartmouth

SALARY: Grade 15

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

The Administrative Assistant I performs varied administrative tasks for the Community Nursing Department in the College of Nursing and Health Sciences (CNHS). The Administrative Assistant I is the primary interface to internal and external communities of interest and provides support and assistance to the College of Nursing students, the Community Nursing Department's Chairperson and all faculty and teaching assistants, the Nursing Theta Kappa Chapter of the Sigma Theta Tau International Honors Society and the Community Department's Bridging the Atlantic Student Exchange Program. This fast-paced environment requires that the assistant perform complex duties requiring a considerable degree of independent decision-making while maintaining confidentiality.

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 all the student population.

SUPERVISION RECEIVED: CNHS Community Nursing Department Chairperson

DIRECT REPORTING STAFF: Work-Study students

THEIR STAFF: None

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Provide administrative and secretarial support to the Community Nursing Department Chair for various projects and assignments requiring independent decision-making and problem-solving skills.
• Prepare, and maintain confidential documents and records (hardcopy and electronic) including but not limited to: annual faculty evaluation, contract renewal, tenure and promotion, requests for leave, teaching schedules, student locator forms, attendance, Test Bank, and new faculty recruitment.
• Independently evaluate, prioritize, and respond to office issues as appropriate. Serve as point of contact for students, faculty, search candidates and community-based constituents.
• Prepare and proofread letters, memos, correspondence, reports and exams, syllabi forms, records, academic warnings, letters of recommendation, and other related material from rough draft and corrected copy using office software, and electronic mail, including those associated with Sigma Theta Tau International Honors Society (STTI).
• Maintain the office operation of the Community Nursing Department by overseeing and directing workflow, communications, and processes & procedures such as: tracking start-up funds for faculty; processing paperwork for grant awards; room key requests; updating manuals/handbooks; and assembling, distributing, and tracking evaluations.
• Create and allocate requisitions and purchase orders through the University system, maintain associated paperwork and payment of purchase orders, and assist department faculty with ProCard purchases, reconcile, and allocation.
• Prepare proper forms and obtain approvals of faculty clinical and professional travel requests and expense reports. Ensure proper procedures are followed, and files are properly maintained for travel requests and expense reports within the department utilizing University system(s).
• Assist the STTI Chapter by drafting and distributing the newsletters and letters to inductees, contacting community individuals /organizations to join the Chapter membership and maintaining an accurate database of all members and people of interest.
• Assist the coordinator of the Bridging the Atlantic Program by arranging travel plans and contacting local agencies such as the Portuguese Consulate, and the Sheriff's Office to organize excursions for enrolled exchange students. Arrange reservations as needed at other establishments such as restaurants.
• Prepare and compile Bridging the Atlantic documents and material for audit in accordance with the grant structure.
• Coordinate services for Community Nursing, Bridging the Atlantic, and STTI conferences and events including but not limited to: securing rooms, event set-up, catering, processing registration list, creating name badges, arranging for technical services, and securing rooms with area hotels for guests and attendees. Attend events as needed to assist and ensure proper delivery of services throughout the event.
• Perform bookkeeping duties that include, but are not limited to compiling state, grant, and other financial information for departmental budgetary purposes. Posting, adjusting and verifying account balances using the University reporting system on a regular basis, and updating and proofing spreadsheets against the University system.
• Maintain and manage the calendar for the Community Nursing Department chair; arrange, request, and schedule meetings with University and community-based contacts.
• Supervise, train, assign duties, and coordinate a schedule for student employees by delegating work and ensuring the work is performed correctly. Track and log each work-study's attendance.
• Prepare, organize, and distribute department mail. Copy, fax, and scan materials as needed. Process department work orders.
• Maintain, track, and order office supplies and equipment, and ensure all office equipment is in working order. Schedule repairs and maintenance as needed, and log the amount of funds spent in budget spreadsheets.
• Maintain contact with publishing representatives for on-campus visits with faculty and coordination of desk copy requests.
• 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, 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 a logical sequence.
• Ability to assemble items of information in accordance with established procedures.
• Ability to determine the 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 precisely and clearly.
• 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.

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 the 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 principle practices and techniques of supervision.

MINIMUM ENTRANCE REQUIREMENTS:

Applicant must have at least:

(A) two 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 of the required experience and the substitutions cited in the Massachusetts Classification Specifications

DEPARTMENT: Nursing & Health Science Department

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED: No

SALARY: $55,103.10 to $77,442.04

HOURS: M-F 8:00am - 4:00pm

GRADE: 15

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 August 30, 2025.

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