General Summary:

The Administrative Coordinator will be responsible for providing administrative and financial support and assisting in the coordination of the daily operational and programmatic functions of the Office of Student Activities, New Student and Family Programs, and the Office of Student Leadership and Community Engagement (see examples of duties section for details). The incumbent will oversee the day-to-day management and operation of the office's front desk areas, which includes selling tickets for university-sponsored events, student locker sales, and poster printing/approval, providing timely communication to customers, and hiring, training, and directly supervising the front counter student staff.

Examples of Duties:

• Oversee the operations of the Office of Student Activities front desk area, including the sale of tickets for university-sponsored events and the reservation of student lockers; maintain the organizational appearance of the front desk areas, including stocking reference and promotional materials, to support efficient operations in compliance with established office and division standards.
• Provide administrative support and assist in the coordination of the daily operations and programmatic functions of the Office of Student Activities; answer and respond to inquiries from clients (i.e., prospective students, families, faculty, and staff) and provide timely communication to students, families, staff and community constituents about the services offered by the offices; manage the Student Activities email inbox and respond to all inquiries in a timely and accurate manner.
• Responsible for interviewing, hiring, training, evaluating, and supervising all front counter student employees; the continuous update of all training materials, creation of a comprehensive, career-ready approach training, and the development of a cohesive team of student employees.
• Serve as back up to the front counter; respond to routine questions, answer telephone, and greet visitors in a welcoming manner; provide routine information about university programs and services, as needed.
• Assist with all facets of human resources functions for Student Activities and New Student and Family Programs. Serve as back-up for Student Multicultural Affairs, Student Leadership and Community Engagement, and Office of Urban & Off-Campus Support Services.
• Respond to and provide routine information to both students and walk-in customers, as well as other university departments and staff.
• Assist with setting up and maintaining accounts for all recognized student organizations using the UMBeInvolved, a student organization management system.
• Work on special assignments and projects to increase the efficiency of the office, including but not limited to working to automate all payment processes and exploring online options for all office transactions.
• Provide administrative support to the Assistant Dean of Students, Student Activities, New Student and Family Programs, and Student Leadership and Community Engagement staff, as needed.
• Assist with all aspects of budget and finance for the Office of Student Activities and Student Leadership and Community Engagement.
• Manage scheduling and calendars for professional staff and office conference room; supervise and create weekly work schedules for front desk employees.
• Assist the staff in ensuring that all information systems are up to date, including (but not limited to) UMBeInvolved, website, and social media.
• Collaborate with staff in supporting the planning, execution, and facilitation of social and educational programs for students.
• Assist the Assistant Dean of Students in conducting assessments, compiling statistics, analyzing data, and writing and editing text for reports, proposals, presentations, and other communications.
• Assist the staff in developing and communicating policies and procedures that align with the needs of the offices.
• Manage the logistical aspects of student travel for trips and external conferences.
• Assist students with the financial planning and completion of online processes (including but not limited to) reserving space, ordering food, and/or purchasing supplies for activities and events in conjunction with office staff and student organization advisors.
• Assist with all facets of procurement for Student Activities and New Student and Family Programs. Serve as back-up for Student Multicultural Affairs, Student Leadership and Community Engagement, and Office of Urban & Off-Campus Support Services.
• Ensure the appropriate management of cash and other office resources, such as tickets and passes, the daily processing of all cash deposits.
• Perform other duties as assigned.

Qualifications:

Applicants must have at least three (3) years of full-time, or equivalent part-time, professional experience in office management, office administration, business administration, or business management of which at least (B) one year must have been in a supervisory, administrative, or managerial capacity, or any equivalent combination of the required experience and the substitutions below.

Substitutions:

• An Associate's degree with a major in accounting, business administration or business management may be substituted for a maximum of one year of the required (A) experience. *
• A Bachelor's degree with a major in accounting, business administration or business management may be substituted for a maximum of two years of the required (A) experience. *
• A Graduate degree with a major in accounting, 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 actually completed.

Knowledge of Microsoft Office systems is required. The ability to work occasional evenings and weekends is required.

Preferred Qualifications:

• Knowledge of and experience with Peoplesoft, UMass BuyWays, Summit Finance, and Engage, student organization software, is preferred.
• Knowledge of the following functions is preferred: human resources, budget and finance, and procurement.
• Experience working with a wide range of constituencies from culturally diverse populations.
• Experience with cash handling, point of sale, and customer service.
• Experience managing and prioritizing multiple tasks in a fast-paced environment.
• Experience supervising customer service staff and developing engaging training sessions that support their work.

Knowledge, Skills, and Abilities:

• Knowledge of office practices and procedures, including (but not limited to) office record keeping, office correspondence control, types and uses of office equipment and supplies, email etiquette, report preparation, etc.
• Knowledge of the types and applications of standard office filing systems.
• Knowledge of various software applications, including Microsoft Office, Accounting systems, PeopleSoft, student organization software, ticketing system software, and other routine administrative computer systems.
• Knowledge of standard office practices and procedures.
• Ability to work with students in distress, both active and inactive, and demonstrate an ability to aid appropriately.
• Ability to maintain confidential matters and respond to written, telephone, and direct walk-in inquiries.
• Ability to deal effectively with a wide range of constituencies, including students, peers, and faculty.
• 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.
• Ability to manage and prioritize multiple tasks in a fast-paced environment.
• Ability to establish harmonious working relationships and deal tactfully with others.
• Ability to assemble items of information in accordance with established procedures.
• Ability to follow written and oral instructions.
• Ability to maintain accurate records.
• Ability to take initiative and follow through on projects and special assignments.
• Ability to adjust to changing office priorities.
• Strong oral and written communication skills.
• Strong communication, interpersonal, and organizational skills.
• Strong problem-solving skills.
• Strong commitment to customer service.

Application Instructions:

Please apply online with your resume, cover letter and list of three professional work references.

Review of candidates will begin following the application closing date.

Grade: 18

This is a non-exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the ADA/504 Coordinator or 617-287-5148.