Administrative Assistant II - Student Employment

POSITION TITLE: Administrative Assistant II

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Supervises all aspects of the on-campus student employment program; works closely with students, faculty, staff, and administrators in managing the on-campus student employment program. Directly responsible for developing, revising, and interpreting student employment policies. Responsible for being familiar with and cognizant of University, State and Federal employment policies as they relate to employment.

Follows the University's best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives.

SUPERVISION RECEIVED: Student Employment Manager

DIRECT REPORTING STAFF: Student Employees

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Assist with the management of on-campus Federal Work Study and non-work study student employment programs.
• Responsible for all on-campus employment activities; attends and participates in on-campus workshops and job fairs to educate students
• Assists with Federal Work Study fund reconciliation and reporting on annual Federal FISAP report.
• Manages student employment and financial aid reference materials on UMass Dartmouth website
• Assists with the management of the tax compliance process utilizing university software such as Sprintax for international students
• Knowledge of International tax preparing system and knowledge of international tax treaties
• Manages tax compliance process for international students, including international tax preparing system management and knowledge of international tax treaties
• Chairperson-Student Employment Advisory Group
• Maintains a working relationship with other university offices and off-campus agencies and individuals relating to student financial aid and student employment
• Responsible for creating, sharing and monitoring the Graduate Student Health Insurance Subsidy excel tracking form at the beginning of Fall
• Provides in-person Corsair Jobs training workshops for supervisors and educates office staff in the basics of student employment
• Provides student and supervisor student employment training
• Trains office staff in basics of student employment
• Attends and participates in meetings, workshops, and conferences with other individuals involved with aid and student employment administration in order to share knowledge and stay informed about local and national policies and procedures
• Attends and participates in on-campus workshops and job fairs to educate students utilizing Corsair Jobs to secure part-time employment.
• Maintains a NEASEA membership, participates in the association's monthly meetings and discusses the latest trends with the Student
• Attends and participates in Admissions Events such as Open House and Accepted Students Days as needed
• Responsible for ensuring all paper employment documentation is uploaded into DI and is secured and disposed of appropriately
• Provides customer service information regarding financial aid to students and families. Provides primary backup to front desk for phones and visitors to office
• Provides processing support for scholarship administration including coordinating scholarship applications receipt, forwarding applications to search committees, coordinating student/donor communication
• Performs other operational, informational and project activities as required by the supervisor.
• May be required to be available to work week nights and weekends as needed, with sufficient notification
• Perform other job-related duties as assigned

QUALIFICATIONS REQUIRED AT HIRE:

• 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:

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing the assigned unit activities.
• Knowledge of types and uses of agency forms.
• Knowledge of the proper telephone procedures for making and receiving agency calls.
• 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.
• Knowledge of the laws, rules, and regulations governing the state and federal reporting 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.

DEPARTMENT: Financial Aid Dept.

NO. OF POSITIONS:.