University of Massachusetts
Administrative Assistant II - University Records (Registrar)
University of Massachusetts, Dartmouth, Massachusetts, us, 02714
Administrative Assistant II - University Records (Registrar)
Job no:
525461Work type:
Staff Full TimeCampus:
UMass DartmouthDepartment:
University RecordsPay Grade:
17Categories:
Other Staff Positions, Administrative & Office Support
POSITION TITLE:
Administrative Assistant II
AGENCY:
University of Massachusetts Dartmouth
SALARY:
Grade 17
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
Serve as Office Manager in the Registrar's Office. Provide supervision, training, and assign tasks to clerical staff and student employees. Provide administrative support to Registrar, Associate Registrar, and Assistant Registrars. Manage specific function areas in the department. Review and analyze information and database and respond accordingly. Monitor department activities and workflow and make recommendations to improve efficiency of work processes. Identify, propose and initiate solutions for problematic issues and processes, and disseminate and/or elevate for resolution.
Follow 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:
Receive direct supervision from the Assistant Registrar and functional supervision from Registrar and Associate Registrar.
DIRECT REPORTING STAFF:
Provide functional supervision to office clerical staff and student employees.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
Establish the clerical staff members' daily work and time off schedules for approval by the Registrar/Assistant Registrar or designee;; suggest adjustments to work duties and/or assignment of special projects to ensure effective office operations by monitoring workload volume and providing support as back-up to clerical staffTrain and guide clerical staff in processes and procedures by providing one-on-one or group instruction and offering guidance and assistance as needed, with a particular emphasis on system-related tasksOversee student record file management, including organizing tasks and assigning duties in consultation with the Registrar/Assistant Registrar or designee; implement systematic policies and procedures; and respond to system and service demand, including troubleshooting and outreach to CITS and UITSServe as liaison for the Student Service Center, including troubleshooting matters pertaining to student records and monitoring CRM, student forms and related student records areasProcess and maintain files for student record document imaging including archived and active student record file management; business design and workflow, testing, implementation in coordination with University Information Systems (UITS) and CITS. Train and monitor staff in principles of accurate scanning and linking to ensure efficient and confidential record retrievalProcess admissions revoke requests and duplicate student ID resolutionMaintain office budget operations including supply orders; purchase requisition entry and perform related budgetary tasks; track, monitor and enter Procard transactions; reconcile monthly statements; use the procurement system to purchase, approve and receive suppliesEnter student withdrawal and leave of absence in the student information system. Create and distribute weekly spreadsheet of withdrawn/leave of absence students to appropriate departmentsAssist with various enrollment transactions as needed, including but not limited to, add/drop, pass/fail, audit, grade entry/grade change, course withdrawal, course overload, third attempt, change of program, and miscellaneous; academic record updatesCreate course sections in the student information system and register special student groups (i.e. study abroad/away; co-op; Washington Center; quick-admit dual enrollment/early college; Sachem)Assist with transfer credit processing as neededProcess bachelor to master program (including LAW) internal transfer credit requests between careers and course exclusion/inclusion requestsProcess requests for subpoenaed records including follow up with attorneys and other related university departmentsAssist with creation, re-design and monitoring departmental of online and paper forms and documents used by the Registrar's Office and other departmentsInvestigate, resolve and respond to a variety of student course registration and academic record related issues.Ensure student/parent/staff inquiries and problems are handled sensitively and promptly, refer difficult cases to the correct office staff or make referrals to other offices; train clerical staff in principles of customer service to ensure a high standard of accurate, responsive, and timely problem solving and customer serviceOversee the preparation, maintenance, archiving, and removal of records in accordance with all federal, state and university record retention regulationsHire, train, and supervise student employeesOccasional local and regional travel requiredPerform other job-related duties and responsibilities as assignedQUALIFICATIONS REQUIRED AT HIRE:
Knowledge of the principles and practices of office managementKnowledge of the methods of general report writingKnowledge of the methods used in the preparation of charts, graphs and tablesKnowledge of the types and uses of general office equipmentAbility to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activitiesAbility to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.Ability to follow written and oral instructionAbility to gather information through questioning individuals and by examining records and documentsAbility to write concisely to express thoughts clearly and to develop ideas in logical sequenceAbility to assemble items of information in accordance with established proceduresAbility to determine proper format and procedure for assembling items of informationAbility to prepare general reportsAbility to maintain accurate recordsAbility to prepare and use charts, graphs, and tablesAbility to communicate effectively in oral expression.Ability to give written and oral instructions in a precise, understandable mannerAbility to deal tactfully with othersAbility to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgroundsAbility 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 actionAbility to exercise sound judgmentAbility to exercise discretion in handling confidential informationKnowledge of the principles, practices and techniques of supervisionQUALIFICATIONS ACQUIRED ON THE JOB:
Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activitiesKnowledge of the proper telephone procedures for making and receiving agency callsKnowledge of the types and uses of agency formsKnowledge of the laws, rules and regulations governing the state personnel systemKnowledge of state budgetary procedures relating to positions, salaries and personnel servicesKnowledge of the laws, rules, policies and procedures governing Federal Grant AdministrationKnowledge of state procedures governing the purchasing and requisitioning of supplies and equipmentKnowledge of state accounting and budgetary proceduresMINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least:
(A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or 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 below.
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*
II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*
*Education toward such a degree will be prorated based on the proportion of the requirements completed. Educational substitutions will only be permitted for a maximum of two years of the required experience.
DEPARTMENT:
University Records Department
NO. OF POSITIONS:
1
INTERNAL/EXTERNAL POSTING:
Yes
STATE FUNDED:
No
SALARY:
$58,328.14 - $82,294.94
HOURS:
M-F
GRADE:
17
UNION:
AFSCME
UMass Dartmouth offers exciting benefits such as:
75% Employer-Paid Health InsuranceFlexible Spending AccountsLife InsuranceLong Term DisabilityState Pension Retirement PlanOptional Retirement Savings PlansTuition Credit (Employee, Spouse, & Dependents)Twelve (12) paid holidaysPaid personal, vacation, and sick timeAnd 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 November 15, 2024.
The review of internal and external applications will be ongoing until the position is filled.
Advertised:
Oct 31 2024 Eastern Daylight TimeApplications close:
Job no:
525461Work type:
Staff Full TimeCampus:
UMass DartmouthDepartment:
University RecordsPay Grade:
17Categories:
Other Staff Positions, Administrative & Office Support
POSITION TITLE:
Administrative Assistant II
AGENCY:
University of Massachusetts Dartmouth
SALARY:
Grade 17
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
Serve as Office Manager in the Registrar's Office. Provide supervision, training, and assign tasks to clerical staff and student employees. Provide administrative support to Registrar, Associate Registrar, and Assistant Registrars. Manage specific function areas in the department. Review and analyze information and database and respond accordingly. Monitor department activities and workflow and make recommendations to improve efficiency of work processes. Identify, propose and initiate solutions for problematic issues and processes, and disseminate and/or elevate for resolution.
Follow 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:
Receive direct supervision from the Assistant Registrar and functional supervision from Registrar and Associate Registrar.
DIRECT REPORTING STAFF:
Provide functional supervision to office clerical staff and student employees.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
Establish the clerical staff members' daily work and time off schedules for approval by the Registrar/Assistant Registrar or designee;; suggest adjustments to work duties and/or assignment of special projects to ensure effective office operations by monitoring workload volume and providing support as back-up to clerical staffTrain and guide clerical staff in processes and procedures by providing one-on-one or group instruction and offering guidance and assistance as needed, with a particular emphasis on system-related tasksOversee student record file management, including organizing tasks and assigning duties in consultation with the Registrar/Assistant Registrar or designee; implement systematic policies and procedures; and respond to system and service demand, including troubleshooting and outreach to CITS and UITSServe as liaison for the Student Service Center, including troubleshooting matters pertaining to student records and monitoring CRM, student forms and related student records areasProcess and maintain files for student record document imaging including archived and active student record file management; business design and workflow, testing, implementation in coordination with University Information Systems (UITS) and CITS. Train and monitor staff in principles of accurate scanning and linking to ensure efficient and confidential record retrievalProcess admissions revoke requests and duplicate student ID resolutionMaintain office budget operations including supply orders; purchase requisition entry and perform related budgetary tasks; track, monitor and enter Procard transactions; reconcile monthly statements; use the procurement system to purchase, approve and receive suppliesEnter student withdrawal and leave of absence in the student information system. Create and distribute weekly spreadsheet of withdrawn/leave of absence students to appropriate departmentsAssist with various enrollment transactions as needed, including but not limited to, add/drop, pass/fail, audit, grade entry/grade change, course withdrawal, course overload, third attempt, change of program, and miscellaneous; academic record updatesCreate course sections in the student information system and register special student groups (i.e. study abroad/away; co-op; Washington Center; quick-admit dual enrollment/early college; Sachem)Assist with transfer credit processing as neededProcess bachelor to master program (including LAW) internal transfer credit requests between careers and course exclusion/inclusion requestsProcess requests for subpoenaed records including follow up with attorneys and other related university departmentsAssist with creation, re-design and monitoring departmental of online and paper forms and documents used by the Registrar's Office and other departmentsInvestigate, resolve and respond to a variety of student course registration and academic record related issues.Ensure student/parent/staff inquiries and problems are handled sensitively and promptly, refer difficult cases to the correct office staff or make referrals to other offices; train clerical staff in principles of customer service to ensure a high standard of accurate, responsive, and timely problem solving and customer serviceOversee the preparation, maintenance, archiving, and removal of records in accordance with all federal, state and university record retention regulationsHire, train, and supervise student employeesOccasional local and regional travel requiredPerform other job-related duties and responsibilities as assignedQUALIFICATIONS REQUIRED AT HIRE:
Knowledge of the principles and practices of office managementKnowledge of the methods of general report writingKnowledge of the methods used in the preparation of charts, graphs and tablesKnowledge of the types and uses of general office equipmentAbility to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activitiesAbility to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.Ability to follow written and oral instructionAbility to gather information through questioning individuals and by examining records and documentsAbility to write concisely to express thoughts clearly and to develop ideas in logical sequenceAbility to assemble items of information in accordance with established proceduresAbility to determine proper format and procedure for assembling items of informationAbility to prepare general reportsAbility to maintain accurate recordsAbility to prepare and use charts, graphs, and tablesAbility to communicate effectively in oral expression.Ability to give written and oral instructions in a precise, understandable mannerAbility to deal tactfully with othersAbility to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgroundsAbility 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 actionAbility to exercise sound judgmentAbility to exercise discretion in handling confidential informationKnowledge of the principles, practices and techniques of supervisionQUALIFICATIONS ACQUIRED ON THE JOB:
Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activitiesKnowledge of the proper telephone procedures for making and receiving agency callsKnowledge of the types and uses of agency formsKnowledge of the laws, rules and regulations governing the state personnel systemKnowledge of state budgetary procedures relating to positions, salaries and personnel servicesKnowledge of the laws, rules, policies and procedures governing Federal Grant AdministrationKnowledge of state procedures governing the purchasing and requisitioning of supplies and equipmentKnowledge of state accounting and budgetary proceduresMINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least:
(A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or 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 below.
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*
II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*
*Education toward such a degree will be prorated based on the proportion of the requirements completed. Educational substitutions will only be permitted for a maximum of two years of the required experience.
DEPARTMENT:
University Records Department
NO. OF POSITIONS:
1
INTERNAL/EXTERNAL POSTING:
Yes
STATE FUNDED:
No
SALARY:
$58,328.14 - $82,294.94
HOURS:
M-F
GRADE:
17
UNION:
AFSCME
UMass Dartmouth offers exciting benefits such as:
75% Employer-Paid Health InsuranceFlexible Spending AccountsLife InsuranceLong Term DisabilityState Pension Retirement PlanOptional Retirement Savings PlansTuition Credit (Employee, Spouse, & Dependents)Twelve (12) paid holidaysPaid personal, vacation, and sick timeAnd 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 November 15, 2024.
The review of internal and external applications will be ongoing until the position is filled.
Advertised:
Oct 31 2024 Eastern Daylight TimeApplications close: