Administrative Assistant II

Administrative Assistant II

Reporting to department leadership, the Administrative Assistant II is responsible for ensuring the efficient daily operation of the Athletics Department by providing a broad range of administrative and customer-service functions. The position serves as the department's primary contact, welcoming visitors, managing incoming calls and mail, and maintaining calendars, meeting logistics, records, and departmental documentation, while also preparing correspondence, compiling data for reports, and supporting purchasing, travel and vendor processes. The incumbent partners with Athletics staff and campus constituents such as UPST, and CITS, to coordinate services and compliance activities, and supports special events, recruiting efforts, and other season-driven needs, using discretion and independent decision-making to prioritize work and resolve routine issues.

Incumbents of positions at this level receive general supervision from Administrative Assistants or other employees of higher grade who provide instructions as required and procedural and policy guidance, assign work and review performance through conferences and reports for effectiveness and compliance with laws, rules and regulations.

Incumbents of positions at this level exercise direct supervision (i.e., not through an intermediate level supervisor) over, assign work to, and review the performance of 1-5 clerical personnel.

Administrative Operations & Executive Support

• Performs day-to-day administrative and clerical duties and provides support to Athletics Department leadership and staff to ensure efficient and effective daily office operations
• Serves as the primary point of contact for the Athletics Department by welcoming and assisting visitors, answering and directing telephone calls and inquiries, including confidential matters, and managing incoming and outgoing mail, packages, and faxes
• Prepares and distributes departmental meeting minutes, correspondence, forms, files, and reports and performs routine clerical functions (e.g., typing, filing, photocopying)
• Maintains calendar and schedules meetings for Athletics Department leadership
• Coordinates with campus departments to disseminate information specific to staff training, general campus announcements, and Campus Security Authority (CSA) list updates related to Clery Act reporting
• Processes department office supply orders through the University's procurement system (i.e., BuyWays) and maintains related inventory
• Maintains department office equipment (e.g., copier, fax machine, scanner, laminator) to ensure smooth operation, assists staff with use of office equipment, and coordinates equipment maintenance and repair with vendors
• Maintains department computer inventory and works closely with CITS to assist Athletics staff with IT support requests, initiate and coordinate upgrades, and maintain records of obsolete equipment
• Maintains departmental staff directory, department org charts, and forms, as needed
• Participates in trainings and meetings, as necessary, to maintain knowledge of current software programs (e.g., Concur, HR Direct, COIN, PeopleSoft, BuyWays, Microsoft Office Suite)

Financial, Purchasing & Travel Coordination

• Applies student account holds for unreturned athletic equipment in accordance with departmental procedures
• Assists with processing direct payment requests and requisitions through the PeopleSoft/BuyWays system for game officials, building supervisors, and event entry fees
• Provides guidance to department staff on using University travel and expense management system (i.e., Concur), including travel authorizations and expense reports
• Processes mileage reimbursements, travel authorizations and expense reports for Athletics staff
• Assists with processing student-athlete meal money to ensure budget compliance
• Assists with contract requests and purchase orders for equipment, services, and athletic program vendors
• Assists with University-issued purchasing card reallocations to ensure compliance with University standards and policies
• Reviews and submits vendor forms to Unified Procurement Service Team (UPST) for new vendor setup and address changes

Department Coordination, Events & Other Support

• Provides support for Athletic Department special functions (e.g., Hall of Fame, Corsair Athletic Recognitions, NCAA sendoffs)
• Coordinates with print shop vendors on special projects
• Assists with search and screen processes within the department by organizing and coordinating related materials and participates in search committees, as assigned
• Compiles and records team satisfaction survey data for varsity sports
• Schedules event locations utilizing 25Live and coordinates arrangements for food, room setup, and other logistical requirements for meetings, seminars, and events
• Facilitates telephone changes, IT help desk tickets, and assists new staff transitions including guidance on parking, UMass Pass setup, business cards, and office moves
• Performs other job-related duties and responsibilities and assists with special projects, 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 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

Qualifications Acquired on 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

Minimum Entrance Requirements

Applicants must have at least (A) two 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 below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

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

License and/of Certification Requirements: None.

Remarks: Occasional evening and weekend work will be required to support athletic events.