University of Massachusetts Boston
Administrative Assistant II (MLLC)
University of Massachusetts Boston, Boston, Massachusetts, us, 02298
Overview
Job no:
528490 Position Type:
Staff Full Time Campus:
UMass Boston Department:
Modern Languages Lit Cultures Pay Grade:
17 Date opened:
19 Sep 2025 Eastern Daylight Time Applications close:
03 Oct 2025 Eastern Daylight Time General Summary: The Financial and Department Administrator for Modern Languages, Literatures & Cultures is responsible for maintaining the daily administrative and financial support functions for the Department. The incumbent will interact daily with the full-time faculty, along with part-time/adjunct faculty, and numerous undergraduate students and will provide them with direct administrative and financial support. They will monitor departmental finances and human resource needs for the department; will assist the Chair of the Department in the scheduling of class sections each regular academic semester; and will serve as the department property administrator, working with relevant University units to ensure the smooth on-boarding of new personnel. The incumbent will also supervise student employees. Responsibilities
Provide administrative and financial support functions for the MLLC Department; greet and direct visitors; receive and direct internal and external phone and e-mail inquiries; provide direct administrative support to department faculty; provide routine information and support to students regarding departmental programs and requirements. Assist Chair in budget management and planning; prepare projected line item budget to account for major Departmental or programmatic changes; monitor the finances and human resources needs of the department’s undergraduate programs; assure faculty know proper policies and procedures for allowable purchases; provide regular reminders regarding what expenses are allowable; maintain accurate knowledge of University policies and procedures regarding financials; update faculty when policies or procedures are adjusted; handle all department finances and financial tasks such as tracking monthly/annual finances; process all financial reimbursements; process purchases from MLLC department funds and/or GOF, RES, ESS, FSU, Grants, Dean’s Office Funds, etc. Process all human resources paperwork and related requests for the department; serve as department timekeeper; assist with faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process; may assist on search committees and working groups as requested. Assist in the organization of all department events, including luncheons, colloquia, and scholarly enrichment; secure suitable event space; oversee event set up and break down; facilitate event documentation (photo/video if requested); monitor event budget, coordinate travel arrangements and travel reimbursements for guests; coordinate and run A/V technology; handle catering needs to include planning, purchasing, and displaying refreshments; create and disseminate promotional materials; process speaker honoraria. Prepare non-tenure track faculty contracts each semester; forward completed forms to CLA Dean’s Office for review and signature. Coordinate the assignment of non-tenure track faculty to offices, manage key requests for all faculty, staff, and student employees; ensure that every Department member has access to the proper rooms; remind personnel to return keys that are no longer needed. Serve as BankCard cardholder for the department and maintain BankCard activity of all purchases; receive and maintain original itemized receipts for items purchased, travel arrangements, department events and other department expenses; reconcile statements in compliance with university regulations; complete funding reallocations; prepare and process purchase orders and disbursement vouchers; manage and reconcile statements of additional Bank Card holders in the department. Maintain the inventory of departmental supplies and purchase supplies, goods, and services as needed; prepare purchase orders in conformity with existing departmental and University policies and procedures. Work with the Department Chair and faculty on critical and sensitive projects with multiple deadlines (e.g., fourth-year, tenure, post-tenure reviews, faculty promotion cases, AFRs, and other reviews); compile candidate tenure and promotion files and process according to standardized University policies and procedures. Oversee the student course evaluation process at the close of each semester. Serve as department course scheduler, including entering scheduled course information in the University scheduling system and updating the schedule as changes are needed; manage distribution of course evaluations; facilitate classroom changes as needed. Serve as department property, computer inventory, and IT administrator; coordinate onboarding of new staff; ensure new hires have access to e-mail, telephone, software, and office space; be the point person for equipment issues and office moves/logistics. Manage booking of MLLC Department conference/technology space; maintain calendar of room availability. Coordinate efforts with internal and external departments, faculty, and students to exchange information, resolve problems, and facilitate progress of departmental programs, functions and activities. Maintain updated Department and student files, including course evaluations, student advising folders, and personnel documents; manage MLLC OneDrive; maintain and update department website and social media. Meet regularly with Department Chair; assist in planning Department meetings and retreats with required materials. Ad Hoc Administrator for the Cinema Studies Program; manage and reconcile the CINE budget; coordinate scheduling and room accommodations for CINE courses; assist in planning events; process event and travel expenses; purchase items; manage update website and list-servs. Ad Hoc Administrator for Catherine Frisone Scott Center for Italian Cultural Studies; manage endowment budget; coordinate scheduling and room accommodations; assist in event planning and processing expenses; update website and list-servs. Attend monthly Department Administrative Meetings and perform other duties as assigned. Qualifications
At least three years full-time, or equivalent part-time, experience in office management/administration or business administration; experience with general accounting preferred. Knowledge of standard office practices, procedures, record keeping, equipment, supplies, and business letter preparation. Proficiency with software applications (Word, Excel, WISER, Blackboard, HR Direct, Buyways, Summit, Zoom/Skype); Adobe Creative Cloud experience also necessary. Knowledge of standard office filing systems; ability to understand, explain, and apply laws, rules, regulations, policies, procedures, standards and guidelines governing unit activities. Strong written and oral communication; ability to supervise others; ability to follow guidelines and provide clear instructions; maintain accurate records; multitask and meet deadlines; strong interpersonal and organizational skills; commitment to customer service. Ability to research, navigate the internet and social media; discretion with highly confidential information; sound judgement. Application Instructions
Please apply online with your resume, cover letter and list of three professional work references. Review of candidates will begin following the application closing date. Grade: 17 This is a non-exempt union position. All official salary offers must be approved by Human Resources. UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the ADA/504 Coordinator
Andrea Haas
or 617-287-5148. Applications close: 03 Oct 2025 Eastern Daylight Time
#J-18808-Ljbffr
Job no:
528490 Position Type:
Staff Full Time Campus:
UMass Boston Department:
Modern Languages Lit Cultures Pay Grade:
17 Date opened:
19 Sep 2025 Eastern Daylight Time Applications close:
03 Oct 2025 Eastern Daylight Time General Summary: The Financial and Department Administrator for Modern Languages, Literatures & Cultures is responsible for maintaining the daily administrative and financial support functions for the Department. The incumbent will interact daily with the full-time faculty, along with part-time/adjunct faculty, and numerous undergraduate students and will provide them with direct administrative and financial support. They will monitor departmental finances and human resource needs for the department; will assist the Chair of the Department in the scheduling of class sections each regular academic semester; and will serve as the department property administrator, working with relevant University units to ensure the smooth on-boarding of new personnel. The incumbent will also supervise student employees. Responsibilities
Provide administrative and financial support functions for the MLLC Department; greet and direct visitors; receive and direct internal and external phone and e-mail inquiries; provide direct administrative support to department faculty; provide routine information and support to students regarding departmental programs and requirements. Assist Chair in budget management and planning; prepare projected line item budget to account for major Departmental or programmatic changes; monitor the finances and human resources needs of the department’s undergraduate programs; assure faculty know proper policies and procedures for allowable purchases; provide regular reminders regarding what expenses are allowable; maintain accurate knowledge of University policies and procedures regarding financials; update faculty when policies or procedures are adjusted; handle all department finances and financial tasks such as tracking monthly/annual finances; process all financial reimbursements; process purchases from MLLC department funds and/or GOF, RES, ESS, FSU, Grants, Dean’s Office Funds, etc. Process all human resources paperwork and related requests for the department; serve as department timekeeper; assist with faculty searches, including travel arrangements and travel reimbursements, as well as coordinating and scheduling the interview process; may assist on search committees and working groups as requested. Assist in the organization of all department events, including luncheons, colloquia, and scholarly enrichment; secure suitable event space; oversee event set up and break down; facilitate event documentation (photo/video if requested); monitor event budget, coordinate travel arrangements and travel reimbursements for guests; coordinate and run A/V technology; handle catering needs to include planning, purchasing, and displaying refreshments; create and disseminate promotional materials; process speaker honoraria. Prepare non-tenure track faculty contracts each semester; forward completed forms to CLA Dean’s Office for review and signature. Coordinate the assignment of non-tenure track faculty to offices, manage key requests for all faculty, staff, and student employees; ensure that every Department member has access to the proper rooms; remind personnel to return keys that are no longer needed. Serve as BankCard cardholder for the department and maintain BankCard activity of all purchases; receive and maintain original itemized receipts for items purchased, travel arrangements, department events and other department expenses; reconcile statements in compliance with university regulations; complete funding reallocations; prepare and process purchase orders and disbursement vouchers; manage and reconcile statements of additional Bank Card holders in the department. Maintain the inventory of departmental supplies and purchase supplies, goods, and services as needed; prepare purchase orders in conformity with existing departmental and University policies and procedures. Work with the Department Chair and faculty on critical and sensitive projects with multiple deadlines (e.g., fourth-year, tenure, post-tenure reviews, faculty promotion cases, AFRs, and other reviews); compile candidate tenure and promotion files and process according to standardized University policies and procedures. Oversee the student course evaluation process at the close of each semester. Serve as department course scheduler, including entering scheduled course information in the University scheduling system and updating the schedule as changes are needed; manage distribution of course evaluations; facilitate classroom changes as needed. Serve as department property, computer inventory, and IT administrator; coordinate onboarding of new staff; ensure new hires have access to e-mail, telephone, software, and office space; be the point person for equipment issues and office moves/logistics. Manage booking of MLLC Department conference/technology space; maintain calendar of room availability. Coordinate efforts with internal and external departments, faculty, and students to exchange information, resolve problems, and facilitate progress of departmental programs, functions and activities. Maintain updated Department and student files, including course evaluations, student advising folders, and personnel documents; manage MLLC OneDrive; maintain and update department website and social media. Meet regularly with Department Chair; assist in planning Department meetings and retreats with required materials. Ad Hoc Administrator for the Cinema Studies Program; manage and reconcile the CINE budget; coordinate scheduling and room accommodations for CINE courses; assist in planning events; process event and travel expenses; purchase items; manage update website and list-servs. Ad Hoc Administrator for Catherine Frisone Scott Center for Italian Cultural Studies; manage endowment budget; coordinate scheduling and room accommodations; assist in event planning and processing expenses; update website and list-servs. Attend monthly Department Administrative Meetings and perform other duties as assigned. Qualifications
At least three years full-time, or equivalent part-time, experience in office management/administration or business administration; experience with general accounting preferred. Knowledge of standard office practices, procedures, record keeping, equipment, supplies, and business letter preparation. Proficiency with software applications (Word, Excel, WISER, Blackboard, HR Direct, Buyways, Summit, Zoom/Skype); Adobe Creative Cloud experience also necessary. Knowledge of standard office filing systems; ability to understand, explain, and apply laws, rules, regulations, policies, procedures, standards and guidelines governing unit activities. Strong written and oral communication; ability to supervise others; ability to follow guidelines and provide clear instructions; maintain accurate records; multitask and meet deadlines; strong interpersonal and organizational skills; commitment to customer service. Ability to research, navigate the internet and social media; discretion with highly confidential information; sound judgement. Application Instructions
Please apply online with your resume, cover letter and list of three professional work references. Review of candidates will begin following the application closing date. Grade: 17 This is a non-exempt union position. All official salary offers must be approved by Human Resources. UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the ADA/504 Coordinator
Andrea Haas
or 617-287-5148. Applications close: 03 Oct 2025 Eastern Daylight Time
#J-18808-Ljbffr