Administrative Assistant II, Admissions Office

POSITION TITLE: Administrative Assistant II

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

The Administrative Assistant II (AAII) provides administrative support to the Admissions team, oversees and monitors the operations workload and workflow, and makes recommendations to improve efficiency of work processes. The incumbent identifies, proposes and initiates solutions for problematic issues and processes and disseminates and/or elevates for resolution. The AAII provides functional supervision, training, and assigns tasks to clerical staff and student employees. The AAII provides assistance with application processing, maintaining student records, and responding to inquiries from prospective students and their families, performing functions of the application process according to standard and established procedures. This work involves a substantial degree of decision-making, accounting, and a working knowledge of business processes and systems. The incumbent reviews, analyzes and inputs multiple data points/information into the various University student database systems, monitors complex electronic filing systems, and provides excellent customer service as a primary goal. Follows the University's best practices to build and/or support student academic success and retention, and assists in meeting strategic objectives for persistence and timely graduation of all the student population.

SUPERVISION RECEIVED: Director of Admissions

DIRECT REPORTING STAFF: Functional supervision of 6-15 staff of a lower grade and student employees

THEIR STAFF: N/A

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Provides guidance to and monitors the assignments of the Operations staff and suggests adjustments of work duties to ensure effective office operations, productivity, and quality of work.
• Maintains work/time off schedule for student workers.
• Processes and updates applications and student data generated through the Admissions student system, corresponding documents, and credentials associated with prospective student applications.
• Manages applications and/or credentials through an electronic filing system, determining application completeness and ensuring data accuracy.
• Updates bio-demographic student information within systems and reviews qualifying documentation.
• Updates application-related data to reflect program selection, entry term, student type admission decisions, including deposits and matriculation and housing preferences. Including but not limited to status changes, requests for program change, and processing of cancellations and refunds.
• Proofreads and assigns appropriate admission communications (e.g. decisions, Dean's letters, merit scholarship awards, Honors College, etc.), provides updates to merit award data, and assists in releasing decisions to applicants.
• Manages electronic transcripts and credentials received via independent, third party systems, monitors parchment platforms, and troubleshoots issues encountered regarding such processes.
• In CyberSource, processes and reconciles application fees and deposit refund requests.
• Leads inventory management for Admissions operation materials and supplies by creating, maintaining and processing supply orders, purchase orders and/or payments for invoices.
• Communicates, prepares correspondence for, and interacts frequently with internal and external constituents (i.e. students, families, counselors, campus departments, etc.) regarding application and admissions-related matters, when applicable.
• Provides assistance with application and enrollment processes to prospective students.
• Leads and analyzes audit queries to ensure data consistency.
• Assists with tracking technology needs for the Admissions department.
• Assists in data cleanup throughout admissions cycle and collaborates with University constituents and system users on accuracy of data.
• Performs continuous monitoring and updating of application data and materials moving to and from the application system (i.e. Slate and other CRM) into system-wide student databases (i.e. PeopleSoft and Document Imaging).
• Assist in managing and processing the workflow queues/bins in the CRM systems and emails to stay ahead and ensure consistent follow up with students' needs.
• Develops, maintains, and updates comprehensive job aids.
• Collaborates with other departments (i.e., Financial Aid, Registrar, etc.) on ensuring accuracy in application records is reflected in systems used.
• Provides updates on integration of data from one system to another and ensuring accuracy.
• Assists in staff development and administers in-service training to AA's below the AAII grade.
• Attends office staff meetings.
• Maintain strong knowledge of Admissions' enrollment processes, full admissions cycle from inquiry to enrollment, and related residency, citizenship, and visa eligibility requirements.
• Assists with and attends Admissions recruitment events (i.e., Open House and Accepted Students Day), as requested.
• Assists with tasks related to purchase requisitions, procurement, and budget operations.
• Assists in the hiring and training of student employees.
• Serves as back up to other Admissions administrative staff.
• Maintain proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) to perform the necessities.
• Maintain a high level of knowledge with Slate or currently utilized admissions management software, as well as PeopleSoft or similar ERP (Enterprise Resource Planning) systems.
• Performs other job-related duties and responsibilities, 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 a 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 people 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 THE 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.
• Knowledge of the laws, rules, and regulations governing the state and federal reporting requirements.

MINIMUM ENTRANCE REQUIREMENTS:

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

(B) any equivalent combination of the required experience and the substitutions from the Massachusetts State Classification Specification

DEPARTMENT: Admissions Office

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED: No

SALARY: $58,328.14 - $82,294.94

HOURS: M-F 8:00 am - 4:00 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 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, a current resume and the contact information for three professional references.

The deadline for internal applicants is March 7, 2025.

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