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University of Massachusetts Dartmouth · 2 months ago

Administrative Assistant I - Research & Econ Development

Dartmouth, MA

Full-time

Onsite

Entry Level

$55K/yr - $77K/yr

2+ years exp

The University of Massachusetts Dartmouth is seeking an Administrative Assistant I for the Office of Research and Innovation. The role involves providing secretarial and clerical assistance to the Assistant Vice Chancellor for Research, supporting Principal Investigators in proposal preparation, and maintaining administrative functions for various departments.

Higher Education

No H1B

Responsibilities

Perform various clerical and administrative duties for the Office of Research Administration (ORA), including screening and directing all incoming calls, taking messages, placing outbound telephone calls, accepting and processing internal and external mail and packages (inbound and outbound), typing correspondence and related administrative paperwork and reports, making travel arrangements for professional staff, creating and maintaining files, gathering information and preparing reports, providing back- up support, and responding to requests for information pertaining to UMass Dartmouth and ORA policies and procedures

Maintains the ORA annual budget – track expenses to budget, contact appropriate individuals to avoid budget errors, run and download month-end statements and detail reports, review detail to ensure expenses are coded correctly, initiate any corrections, maintain all expenditure files make office purchases, reconcile and allocate monthly Bank Card statements, including maintaining back-up files

Provide administrative support to ORA, IEC and OCTV as needed, including invoicing and purchasing

Provides direct research development and administration support to Principal Investigators in pre-award and post-award tasks including development of budgets and justifications, preparation of non-technical components of applications, and obtaining departmental, College and University approvals; budget monitoring, assistance with purchasing, hiring, travel and facilities requests

Serves as a liaison to other UMass campuses and federal and state funding agencies in scheduling and coordinating meetings and events

Assist ORA grant accountants with reporting and/or analysis

Assist the AVC and CRO with development of PowerPoint and other professional presentations

Maintain the ORA shared office calendar, and the AVC’s calendar, including arranging meetings and taking minutes of meetings as requested

Assist with travel arrangements and prepare travel requests and reimbursements for ORA, IEC, and OCTV staff

Performs administrative duties pertaining to grants, contracts and sponsored activities including, but not limited to, data entry into PeopleSoft and/or other databases or spreadsheets to create proposals and update projects, creation and maintenance of proposal and award files, printing e-copies of proposals for files and distribution to Principal Investigators, sponsors, etc

Distribution of monthly close out reports to Principal Investigators

Generating and analyzing financial reports for grant managers, AVC and the Vice Chancellor for Research and Innovation

Monitors all office equipment – daily checks for paper, shredder bin, toner, etc. Order supplies as necessary

Administers employment search activity and new hires such as advertisements, scheduling meetings, processing paperwork, etc

Processes all incoming and outgoing mail – keeping logs, getting mail to correct recipients

Supervises any student help – reviewing their work and ensuring they have sufficient work

Maintains ORA filing systems

Coordinates and maintains ORA, IEC, OCTV, and UMass Dartmouth research websites

Performs other job-related duties and responsibilities as assigned

Qualification

Office managementReport writingBudget managementGrants managementSupervisionData analysisRecord keepingEffective communicationProblem solving

Required

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

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

An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience

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