Executive Area: Academic Affairs
College/School/MBU: College of Info & Computer Sci
Department: Computer Science
Work Location: Amherst
Schedule: Full Time
Work Arrangement: Hybrid
Job Summary
The Administrative Assistant provides support for a variety of groups and individuals throughout the Manning College of Information and Computer Sciences (CICS).
Essential Functions
Serves as the College’s payroll coordinator. Provides training to new employees on how to report time, enters weekly payroll, resolves discrepancies, prepares correction or late pay forms as needed, and answers general time and labor questions for the College.
Processes all hourly undergraduate and graduate student hires, reappointments, changes, and terminations. Provides information and advice to hiring managers. Reviews and posts student job descriptions. Collects and reviews new hire paperwork ensuring that it is accurate and submitted on time.
Assists with Bank Card reconciliations, travel registration and related reimbursement requests, and the ordering of supplies, swag, and other items for assigned groups/individuals.
In collaboration with the College’s assigned HR Business Partners, the Faculty Affairs Director, and facilities and IT teams, facilitates the onboarding process for new staff and faculty. This includes but is not limited to, ensuring their workspace is clean and ready for their arrival, providing basic office supplies, ensuring that a computer and any peripheral equipment is ordered on time and an IT-orientation date is set, and providing tours of our facilities.
Provides event support for assigned groups/individuals. Orders food & beverage, places A/V requests, reserves space, orders parking passes, submits CORI or other background checks, etc.
Arranges lodging and transportation for programs/events/conferences for assigned groups/individuals.
Provides administrative support for staff searches by scheduling interviews and reserving meeting rooms.
In collaboration with the events team and assigned HR Business Partners, plans and executes team building activities, staff socials, volunteer events, and charity drives.
Coordinates sympathy, get well, or other cards/gifts. In collaboration with the events team, helps coordinate group retirement parties and prepares service certificates. Coordinates with the College’s finance team and retirees on retirement gifts.
Other Functions
Performs other duties as assigned or required to meet College or University goals and objectives.
Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.
Uses access to sensitive and/or not yet public university-related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.
Minimum Qualifications
High school diploma or equivalent.
One (1) year of experience in administrative support, human resources, accounting, or a related field.
Strong written and verbal communication skills. Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence. Ability to understand and follow complex oral and written instructions and create effective and efficient work processes.
Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style. Strong interpersonal skills with the ability to interact effectively, and create and maintain harmonious relationships with a diverse population of staff, faculty, students, and off-campus constituents.
Independent initiative. Must have the ability to stay on task and work productively with a minimal amount of supervision or guidance.
Strong organizational skills and attention to detail, with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.
Ability to exercise sound judgment and maintain confidentiality.
Ability to think through problems, organize and seek out information, identify key factors and underlying causes, and generate solutions.
Strong computer skills including at least intermediate expertise with:
Email
Calendar systems such as Outlook or Google
Word processing software such as Microsoft Word or Google Docs
Spreadsheets such as Microsoft Excel or Google Sheets
Electronic filing and sharing systems such as OneDrive or Google Drive
Willingness to take on a variety of tasks related to the successful operation and administration of the College. Ability to adapt and work effectively as the College grows and changes.
Preferred Qualifications
Two (2) years of experience as an administrative assistant in an office setting.
Experience with event support.
Intermediate expertise with databases such as Microsoft Access or FileMaker.
Additional Details
This position reports to the Associate Dean of Finance and Administration.
Working Conditions
Work is performed in a standard office or indoor university environment and involves minimal physical exertion.
Work Schedule and Work Arrangement
Monday - Friday within standard working hours.
This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement.
Salary Information
Pay Grade: USA/MTA Grade 13
Special Instructions for Applicants
Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.
This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.
