Administrative Assistant II

University of Massachusetts Dartmouth

MA

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JOB DETAILS

SALARY

$63,755.12–$89,952.20 Per Year

SKILLS

Accounting, Administrative Management, Administrative Skills, Analysis Skills, Athletics, Budgeting, Business Administration, Calendar Management, Career Counseling, Communication Skills, Computer Maintenance, Conferences, Contract Management, Copying Machines, Customer Support/Service, Data Collection, Disability Accommodations, Disciplinary Action, Document Scanners, Documentation, Economic Development, Employee Orientation, Equipment Maintenance/Repair, Establish Priorities, Event Management, Executive Assistant Skills , Expense Management, Expense Reports, Facebook, Fax Machines, Federal Grants, Financial Aid, Fire Safety, Grant Administration/Management, Health Insurance, Healthcare, Help Desk, Human Resources, Inventory Management, Leadership, Life Insurance, LinkedIn, Logistics, Mail Processing, Maintain Compliance, Meeting Minutes, Microsoft Office, Office Equipment, Office Management, Operational Support, Operations Management, Payment Processing, People Management, Peoplesoft, Photocopy, Prepare Correspondence, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Procurement Management, Project/Program Management, Property Management, Public Administration, Purchase Orders, Purchasing/Procurement, Record Keeping, Records Management, Registrar, Regulations, Regulatory Compliance, Reimbursement, Reporting Skills, Retirement Plan, Search Engine Keywords, Security Policy, Seminars, Software Administration, Sports, Sports Reporting, State Laws and Regulations, Statistics, Student Admissions, Student Services, Technical Support, Telephone Skills, Travel Planning, Tuition Fees, Twitter, Typing, University/School Policies, Vendor/Supplier Selection, Writing Skills

LOCATION

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1 day ago

Jobs at UMass Dartmouth | Details - Administrative Assistant II

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Administrative Assistant II

Apply now Job no: 530041

Work type: Staff Full Time

Categories: 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:

Reporting to department leadership, the Administrative Assistant II is responsible for ensuring the efficient daily operation of the Athletics Department by providing a broad range of administrative and customer-service functions. The position serves as the department's primary contact, welcoming visitors, managing incoming calls and mail, and maintaining calendars, meeting logistics, records, and departmental documentation, while also preparing correspondence, compiling data for reports, and supporting purchasing, travel and vendor processes. The incumbent partners with Athletics staff and campus constituents such as UPST, and CITS, to coordinate services and compliance activities, and supports special events, recruiting efforts, and other season-driven needs, using discretion and independent decision-making to prioritize work and resolve routine issues.

SUPERVISION RECEIVED:

Incumbents of positions at this level receive general supervision from Administrative Assistants or other employees of higher grade who provide instructions as required and procedural and policy guidance, assign work and review performance through conferences and reports for effectiveness and compliance with laws, rules and regulations.

DIRECT REPORTING STAFF: Incumbents of positions at this level exercise direct supervision (i.e., not through an intermediate level supervisor) over, assign work to, and review the performance of 1-5 clerical personnel.

THEIR STAFF: N/A

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

Administrative Operations & Executive Support

Performs day-to-day administrative and clerical duties and provides support to Athletics Department leadership and staff to ensure efficient and effective daily office operations
Serves as the primary point of contact for the Athletics Department by welcoming and assisting visitors, answering and directing telephone calls and inquiries, including confidential matters, and managing incoming and outgoing mail, packages, and faxes
Prepares and distributes departmental meeting minutes, correspondence, forms, files, and reports and performs routine clerical functions (e.g., typing, filing, photocopying)
Maintains calendar and schedules meetings for Athletics Department leadership
Coordinates with campus departments to disseminate information specific to staff training, general campus announcements, and Campus Security Authority (CSA) list updates related to Clery Act reporting
Processes department office supply orders through the University's procurement system (i.e., BuyWays) and maintains related inventory
Maintains department office equipment (e.g., copier, fax machine, scanner, laminator) to ensure smooth operation, assists staff with use of office equipment, and coordinates equipment maintenance and repair with vendors
Maintains department computer inventory and works closely with CITS to assist Athletics staff with IT support requests, initiate and coordinate upgrades, and maintain records of obsolete equipment
Maintains departmental staff directory, department org charts, and forms, as needed
Participates in trainings and meetings, as necessary, to maintain knowledge of current software programs (e.g., Concur, HR Direct, COIN, PeopleSoft, BuyWays, Microsoft Office Suite)

Financial, Purchasing & Travel Coordination

Applies student account holds for unreturned athletic equipment in accordance with departmental procedures
Assists with processing direct payment requests and requisitions through the PeopleSoft/BuyWays system for game officials, building supervisors, and event entry fees
Provides guidance to department staff on using University travel and expense management system (i.e., Concur), including travel authorizations and expense reports
Processes mileage reimbursements, travel authorizations and expense reports for Athletics staff
Assists with processing student-athlete meal money to ensure budget compliance
Assists with contract requests and purchase orders for equipment, services, and athletic program vendors
Assists with University-issued purchasing card reallocations to ensure compliance with University standards and policies
Reviews and submits vendor forms to Unified Procurement Service Team (UPST) for new vendor setup and address changes
Department Coordination, Events & Other Support
Provides support for Athletic Department special functions (e.g., Hall of Fame, Corsair Athletic Recognitions, NCAA sendoffs)
Coordinates with print shop vendors on special projects
Assists with search and screen processes within the department by organizing and coordinating related materials and participates in search committees, as assigned
Compiles and records team satisfaction survey data for varsity sports
Schedules event locations utilizing 25Live and coordinates arrangements for food, room setup, and other logistical requirements for meetings, seminars, and events
Facilitates telephone changes, IT help desk tickets, and assists new staff transitions including guidance on parking, UMass Pass setup, business cards, and office moves
Performs other job-related duties and responsibilities and assists with special projects, 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, 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

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 principles, practices and techniques of supervision

MINIMUM ENTRANCE REQUIREMENTS:

Applicants 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, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associates or higher degree with a major in business administration, business management or public administration may be substituted for 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 actually completed.

LICENSE AND/OF CERTIFICATION REQUIREMENTS: None.

REMARKS: Occasional evening and weekend work will be required to support athletic events (e.g., Hall of Fame) and departmental special functions.

DEPARTMENT: Athletic Department

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED: No

SALARY: $63,755.12 - $89,952.20

HOURS: M-F 9 am - 5 pm

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 permanent employment in the United States. 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 early consideration of internal AFSCME applicants is July 31, 2026.

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

Advertised: 20 Jul 2026 Eastern Daylight Time

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Expression of interest

The University of Massachusetts Dartmouth welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.

Clery Disclosure Notice of Availability

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of Massachusetts Dartmouth publishes an Annual Security and Fire Safety Report. This report includes current security policies plus crime and fire statistics for the previous three calendar years. The body of the report also contains contact information for various campus and community resources related to crime prevention and survivor assistance. A digital copy of the report can be accessed on Jeanne Clery & Campus Security Authority.

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Staff Full Time 1

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University of Massachusetts Dartmouth

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