Administrative Assistant II – Career Developmen…

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
Primary support for the Director of the Career Development Center (CDC) and overall clerical coordination of the CDC, which involves student and clerical supervision; budget reporting, reconcilation and analysis; purchasing; internal and external communication requiring a high degree of confidentiality; reporting; marketing and publications; and record keeping.

Follows the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Oversees and coordinates clerical operations of office. Assigns duties as needed to ensure efficient operations of office. Complies with University personnel regulations and office policies. Supervises, screens, selects, trains, and schedules student workers. Trains, delegates duties, and provides oversight and functional direction to other administrative staff. Makes recommendations to improve work processes within the CDC.
• Runs, maintains & checks accuracy of PeopleSoft budget reports; prepares reports and maintains account records for CDC. Reconciles deposits and expenses on the CDC’s four purchasing funds. Facilitates corrections and transfers. Prepares annual JLD reconciliation report and other reports as requested by the Director.
• Utilizing the PeopleSoft Financial System, prepares and processes Purchase Orders for supplies, equipment, materials, memberships, licenses, performances, etc. Facilitates purchases via Procard. Communicates with vendors. Completes and files business expense forms. Reconciles Director’s Procard. Prepares and reviews purchase and performance contracts. Maintains and purchases office supplies.
• Acts as point of contact for recruiters regarding career event registration. Maintains event recruiter database. Collects, deposits and reconciles registration fees. Prepares event budget per Director’s instructions. Analyzes data from student and recruiter event surveys and prepares event reports. Coordinates marketing efforts per Director’s instructions. Prepares event forms including programs, registration forms and surveys.
• Oversees the production of CDC publications and other student and employer outreach materials. Oversees internal and external correspondence. Assists Director with confidential reporting and correspondence. Creates and distributes CDC blast communications to students, faculty and staff via UMD Announce and CareerLink.
• Updates and maintains master CDC employer database. Troubleshoots and resolves employer and student access issues. Contacts recruiters regarding outdated contact information. Facilitates uploads for reporting purposes. Updates database and outreach materials for the Community Service Learning Program (CSLP).
• Oversees and assists the Administrative Assistant I in the processing of CSLP payroll. Communicates with CSLP employers regarding payroll and other HR issues. Approves payroll for in-house student employees. Performs periodic Federal Work-Study balance audits. Processes student employee personnel actions such as hiring forms, promotions and terminations.
• Processes requisitions, invoices, travel vouchers and reimbursements.
• Updates and maintains CDC website.
• Coordinates data collection and reporting of graduate surveys including: Cap & Gown Survey and Recent Graduate Survey. Coordinates data collection and annual report of Student Feedback Questionnaire.
• Interfaces with students, employers, and faculty to resolve problems related to recruitment or appointment scheduling.
• Maintains equipment inventory and acts as CDC Property Control Officer.
• Facilitates access to CDC UMDAR and shared drives.
• Oversees and assists Administrative Assistant I in booking rooms and services via ReservIt and Catertrax and in coordinating ancillary services as needed.
• Provides back up support in monitoring the main office phone line, main office email, and incoming mail.
• Other duties as assigned by the Director.

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, or (B) any equivalent combination the required experience and the substitutions from the Massachusetts State Classification Specifications found at: http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp#C

QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities):

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.

Knowledge of the principles, practices and techniques of supervision.

QUALIFICATIONS ACQUIRED ON JOB (list knowledge, skills, abilities):

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.

Additional Information:
SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction): Receives direct supervision from the Director of the Career Development Center.

DIRECT REPORTING : Student employees

THEIR STAFF: NONE

DIVISION: Student Affairs

DEPARTMENT: Career Development Center

BARGAINING UNIT: AFSCME

JOB GRADE: 17

NO. OF POSITIONS: 1

HOURS: Monday through Friday 8:30am to 4:30pm

STATE FUNDED: X

COMBINED INTERNAL / EXTERNAL: X

SALARY MIN. $ 916.30 PER WEEK *– MAX. $ 1,292.81 – – PER WEEK *

Application Instructions:
To apply please submit a letter of interest, current resume, and the contact information for three professional references.

Deadline for INTERNAL applicants is April 10, 2017.

Deadline for EXTERNAL applicants is April 13, 2017.