Administrative Assistant II for Conferencing & Events

POSITION TITLE : Administrative Assistant II for Conferencing and Events

AGENCY : University of Massachusetts Dartmouth

DIVISION : Administration & Facilities

SALARY : AFSCME, Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES :

The Administrative Assistant II for Conferencing and Events provides substantial administrative support to the professional staff, requiring a significant level of decision-making skills, independent action, and judgement.

The incumbent is responsible for the review and analysis of budgets and accounts receivables, event coordination, support for all large-scale University events and provides exemplary, high quality, and timely customer service to campus constituents and external clients.

The Administrative Assistant II performs duties including, but not limited to monthly budget reporting, tracking revenue and expenses, assisting with campus events, submitting all pertinent forms, requests, and POs related to events, preparing, and reviewing reports, assisting with space approval in 25Live, assisting with summer contracts, weekly event reporting, serving as a liaison for key stakeholders, maintaining ProCard accounts, and preparing materials for meetings.

SUPERVISION RECEIVED : Reports to the Director of Business Development and Operations for Conferencing and Events

DIRECT REPORTING STAFF : Provides functional supervision over approximately 15 student workers

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES :

• Provides administrative support by creating a welcoming, inclusive, competent, and customer service focused environment for all guests and clients through email, written correspondence, in person and by telephone
• Functions as a power user for Conference Services by assisting the campus community with instructions on how to utilize services including scheduling software such as 25Live and Catertrax
• Assists with preparation of documents for approval, processing of purchase requisitions, invoicing, maintenance of records, and maintaining all office expense records
• Assists with budget process by maintaining all records and budget expenses, compiling financial information for departmental budget purposes including Commencement and Convocation, monitoring, and verifying account balances and requesting transfer of funds, tracking availability of funds, and ensuring compliance with University rules, regulations, standards and / or procedures
• Manages, reviews, and reconciles budgetary and operational reports to ensure that expenditures do not exceed budgetary limits for the department
• Maintains accurate records for ProCard, travel accounts and audits and reallocates expenses as needed
• Serves as a liaison for on-site event management and coordinates services on the day of the event which may occur on evenings, weekends, and / or holidays
• Serves as a liaison for departments and volunteers involved in campus events
• Attends, participates, and manages meeting minutes for all Convocation, Countdown to Commencement, Commencement, and Event Operational meetings
• Maintains functioning office space, including ordering and inventory management of office and event supplies, maintains record of expenses against budget and makes recommendations
• Assists with preparation, processing, and execution of summer conference contracts
• Submits authorization forms for campus events including, but not limited to Convocation, Countdown to Commencement and Commencement
• Participates in the hiring and payroll process for student employees and summer conference liaisons
• Assists with operational planning and execution of reoccurring events including, but not limited to, Open House, Blue and Gold Weekend, and Orientation
• Inputs data for events in 25Live, generates scheduled and ad-hoc reports, and works collaboratively with campus constituents on all event requests through 25Live and Catertrax
• Works with summer conference liaisons to ensure that all information is input into 25Live, Catertrax, and Facilities work order system
• Coordinates with clients to ensure operational needs are met such as setup, technical services, catering, and signage
• Functions as calendar manager for professional staff and schedules and confirms client attendance at event planning meetings
• Performs other job-related duties and responsibilities that may be assigned

QUALIFICATIONS REQUIRED AT HIRE :

• EXPERIENCE : Applicants must have at least (A) three 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 below
• EDUCATION : Substitutions :
• 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

NOTE : Educational substitutions will only be permitted for a maximum of two years of the required experience

KNOWLEDGE, SKILLS, AND ABILITIES :

• 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, to 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 logical sequence
• Ability to assemble items of information in accordance with established procedures
• Ability to determine 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 in a precise, understandable manner
• 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
• Knowledge of the principles, practices, and techniques of supervision

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 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's practices and techniques of supervision

LICENSE AND / OR CERTIFICATION REQUIREMENTS :

N / A

REMARKS :

Available to work nights, weekends, and some holidays

DEPARTMENT : Conferencing & Events

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 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, current resume and the contact information for three professional references.

The deadline for internal applicants is May 14, 2024.