Administrative Assistant II (MLLC)

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. 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; responsible for monitoring the finances and human resources needs of the department’s undergraduate programs. 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. 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. 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, making changes as needed to accommodate teaching and office hours schedules; manage key requests for all faculty, staff, and student employees. Serve as BankCard cardholder for the department and maintain BankCard activity of all purchases; receive and maintain original itemized receipts for items purchased. 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, which may require multiple deadlines. Oversee the student course evaluation process at the close of each semester. Serve as department course scheduler in the scheduling of class sections, including entering scheduled course information in the University’s scheduling system. Serve as department property, computer inventory, and IT administrator and work with relevant departments to ensure the smooth on-boarding of new staff. Manage booking of MLLC Department conference/technology space; assist in maintaining calendar of room availability. Coordinate efforts with internal and external departments and customers, as well as faculty and students, to exchange information, resolve problems and/or facilitate progress of departmental programs, functions and activities. Maintain updated Department and student files to include course evaluations, student advising folders, and personnel related documents both in paper and electronically as needed. Maintain and update department website and social media. Meet regularly with Department Chair; assist in planning Department meetings and retreats including preparing and copying necessary materials. Qualifications: At least three years full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management. Knowledge of standard office practices and procedures including office record keeping office correspondence control, the types and uses of office equipment and supplies and business letter preparation. Knowledge of software applications, including office software and database management. Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities. Ability to communicate effectively both orally and in writing and to maintain communication with internal and external program constituencies. Ability to supervise the work performed by others. Ability to follow guidelines and procedures, as well as written and oral instruction, as well as give written and oral instructions in a precise, understandable manner. Application Instructions: Please apply online with your resume, cover letter and list of three professional work references. 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.

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