Senior Administrative Assistant - Charlton College of Business

POSITION TITLE: Senior Administrative Assistant

AGENCY: University of Massachusetts Dartmouth

APPROPRIATION OR AGENCY CODE: 7310-0000

SALARY: Grade 19

DATE PREPARED: July 2025

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Provide direct administrative support to the Dean and Associate Dean of the Charlton College of Business (CCB); monitor CCB's expenditures to ensure budgetary limits for all areas overseen by the Dean are not exceeded; prepare, review and analyze financial reports and other documents; prepare and review requisitions, purchase requests, payroll, contracts, etc. Oversee and monitor the general business/fiscal activities of the Dean's Office while ensuring compliance with policies, procedures, laws, rules and regulations. Manage, coordinate, delegate and insure completion of all clerical work in a timely manner. Must maintain a working knowledge of all CCB support staff functions and assist CCB support staff when needed. Must maintain an exceptionally high degree of confidentiality. Duties require a considerable degree of decision-making.

Receives direct supervision from the Dean of CCB. Receives functional supervision from the Associate Dean of CCB.

DIRECT REPORTING STAFF: Administrative Assistant I, Work Study students and Graduate Assistants

THEIR STAFF: None

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES

• Oversee the reporting, reconciliation, and purchasing procedures and work-flow. Manages the College's Procards, travel and College accounts to include monitoring accounts, maintaining files and records, performing reconciliations and assisting with audits.
• Distribution of CSF and Major Fee funds with organized budgets distributed to CCB Department Chairpersons. Oversee all spending and approvals within PeopleSoft for CCB accounting.
• Informs Dean of university policies concerning fund usage.
• Retrieve information from PeopleSoft Financial Reporting system to compile statistical information for use in reports including but not limited to budget, faculty, and operations at CCB.
• Gather, review, and analyze past and current financial information and/or proposals, including availability of funds and anticipated expenditures, in order to determine projected expenditures.
• Meet with the Dean on a regular basis to discuss the fiscal status of the CCB, provide pertinent findings, financial reports, and documentation and make recommendations.
• Order office equipment, supplies, computers, etc. using PeopleSoft e-procurement and Procard ordering system; maintain maintenance and lease contracts. Meet with vendors relative to equipment, programs, supplies, and/or services. Review proposals and make recommendations to the Dean.
• Process personnel actions and documentation such as faculty and staff evaluations, tenure, sabbaticals, promotions, discipline, retirement, etc.
• Manage and input payroll records of CCB Dean, senior staff, and student employees. Process weekly attendance. Maintains and coordinates student work schedules.
• Act as Deans' liaison, maintaining professional relations with CCB faculty and staff, University employees and the general public.
• Analyze work processes in order to make recommendations to improve procedures and track work and information flow. Develop, revise and maintain a manual of instruction of job duties for CCB Deans' and departments' administrative and clerical staff. Train staff to provide backup services and provide ongoing training. Schedule and assist with backup services.
• Prepare and process job descriptions and search and screen implementations such as advertisement, budgeting, travel arrangements, reimbursements, clearing documentation, routing packages, processing applications for faculty positions, tracking, correspondence and performing other related duties.
• Receive AACSB Accreditation Standards; disseminate information to committees; gather and organize information from the committees; provide to AACSB; and respond to all requests for information from AACSB.
• Enter new information, update and run reports from Sedonaweb; ensure accuracy for use in the AACSB accreditation.
• Review, monitor, and update the CCB website and Facebook and Tweeter pages.
• Function as Property Control for the CCB maintaining accountability of CCB assets, desktop computers, laptop computers and audio visual equipment.
• Compose and /or prepare and proofread mailings, correspondence, reports, and memoranda using Microsoft Word, Excel, Power Point, PeopleSoft, COIN, electronic mail and other current software programs used by CCB.
• Assist and oversee special projects as assigned (i.e. building maintenance needs and upgrades including ordering of furniture and equipment, etc.).
• Greet and screen visitors and phone calls, route as necessary.
• Retrieve student and other information from COIN as requested, such as transcripts and addresses.
• Review student grade point average on semester basis and after 1st midterms, identify those who need intervention according to pre-established rules, correspond and set interview with Associate Dean; prepare and send congratulatory letters to students whose grade point average has improved.
• Review student transcripts from COIN and college tracking sheets to verify chairpersons' recommendations for certification, note discrepancies from tracking sheets and COIN audit reports, alert the Associate Dean of problems.
• Maintain calendar schedule for Dean and Associate Dean using Zimbra, and three conference rooms from campus-wide requests utilizing R25.
• Maintain all records for Dean's and Associate Dean's Boards, Councils, and Committees.
• Review and update the CCB Course Catalog as needed using Acalog.
• Handle travel arrangements for Deans and faculty, including authorization and reimbursement (when appropriate); and assist faculty with the travel authorization process.
• Coordinate and keep records of all CCB functions, conferences, meetings, interviews, appointments etc. including catering, invitations, attendance, registration fees, and Facilities participation.
• Frequent communication with constituents to coordinate efforts regarding functions, policies, fiscal and student affairs, work-flow, etc.
• Transcribe meeting minutes and prepare agendas for various committees and conferences.
• Assist College Student Clubs by reserving rooms, printing flyers and sending emails to general student body.
• Maintain and update files regarding University, Departmental and Faculty reports, faculty, staff and work-study personnel files, AACSB files and other appropriate files.
• Operate and maintain office equipment to keep in working order. Train staff and faculty in the use of machines.
• Open and distribute incoming mail.
• Report building maintenance issues to Department of Facilities and Physical Plant.
• Perform other job-related duties and responsibilities as required.

QUALIFICATIONS REQUIRED AT HIRE:

• Knowledge of the principles and practices of office management.
• Knowledge of the principles, practices and techniques of supervision.
• Knowledge of the methods of general report writing.
• Knowledge of the methods used in the preparation of charts, graphs and tables.
• Ability to understand, explain and apply the laws, rules, policies, procedures, etc., governing assigned unit activities.
• Ability to read and interpret documents such as financial reports, accounts, ledgers and contracts.
• Ability to determine the applicability of data, to draw conclusions and make appropriate recommendations.
• Ability to gather information through questioning individuals and by examining records and documents.
• Ability to determine proper format and procedures for assembling items of information.
• Ability to maintain accurate records.
• Ability to prepare general reports.
• Ability to communicate effectively in written and oral expression.
• 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 deal tactfully with others.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.

QUALIFICATIONS ACQUIRED ON THE JOB:

• Knowledge of the laws, rules, policies, procedures, etc. governing assigned unit activities.
• Knowledge of state purchasing procedures including terminology.
• Knowledge of agency procedures and guidelines governing purchasing.
• Knowledge of state budgeting and accounting procedures including terminology.
• Knowledge of the types and uses of agency forms
• Based on the assignment, the following additional qualifications may be acquired on job:
  
  
  
  • Knowledge of the standard principles and methods of inventory control of supplies and equipment.
  
  
  
  

Applicants must have at least:

(A) three years of full-time, or equivalent part-time, professional experience in business administration or business management in a supervisory, administrative or managerial capacity

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

Substitutions:

1. A Bachelor's degree with a major in business administration or business management may be substituted for a maximum of two years of the required experience*
2. A Graduate degree with a major in business administration or business management may be substituted for the required experience*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements completed.

DEPARTMENT: Dean Charlton College of Business Department

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED: No

SALARY: $64,283.44-$91,345.02

HOURS: M-F | 8:30 am - 4:30 pm

GRADE: 19

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 July 25, 2025.

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

The projected start date for this position is after September 1, 2025.