Administrative Assistant II - College of Arts & Sciences

Apply now Job no:521978
Work type:Staff Full Time
Categories:Administrative & Office Support

POSITION TITLE: Administrative Assistant II Undergraduate Admissions - Online Programs

AGENCY: University of Massachusetts Dartmouth

APPROPRIATION OR AGENCY CODE: 7310-0000

SALARY: Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Serve as the department liaison dealing with all aspects of admissions and student records for the online and continuing education undergraduate population. The primary liaison with the Admissions, Bursar’s, Financial Aid, Registrar's, and Student Service Center (SSC) offices for OCE online programs. Maintain the internal database for OCE application data, statistics and planning. Serve as the OCE liaison with the Slate, Document Imaging, and Peoplesoft staff in Shrewsbury regarding student records, admissions and student correspondence. Perform all functions of the admissions process according to standard, established procedures. Processing transfer credits is one of the primary components of this position. The work performed in this position involves a substantial degree of decision making, accountability, prioritization, and excellent computer skills. Providing excellent customer service is an essential goal. Required to travel to other University locations for meetings, training, or other program-related activities. 

Follows the University's best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.

SUPERVISION RECEIVED:

Receives direct supervision and work assignments from the Director of Admissions & Operations and may receive functional supervision from Assistant Director on certain projects. 

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Process and update applications and student data generated through the admissions student system, as well as corresponding documents and credentials associated with prospective student applicants. Perform the following but not limited to, admissions functions: entering applications, entering student transcripts into Slate, entering transfer credits, changing academic plans, and student communications.
• Manage applications and/or credentials through electronic filing system and determining application completion and ensuring data accuracy.
• Update bio-demographic student information within systems. Review qualifying documentation.
• Update application-related data to reflect program selection, entry term, student type, and admissions decisions, including intent to enroll, deposits, matriculation, including but not limited to: status changes, requests for program change, and processing of cancellations and refund requests.
• Assign appropriate admissions communications (e.g. Admits, conditional admits, deny, and more). Proofread all assigned communications for accuracy.
• Perform data cleanup throughout admission cycles for annual census reporting using provided reports and queries.
• Communicate through various methods with applicants about general and specific policies and procedures and the interpretation of the admission decisions to ensure accurate realization of the decisions, communicate to applicants promptly, correctly, courteously, and confidentially.
• Serve as a secondary point of contact in the office and answer telephones, greet visitors, respond to inquiries, process inbound and outbound mail, etc. Troubleshoot needs of students/parents and provide information, schedule appointments, make referrals, etc.
• Assist the Enrollment Specialists with weekly outreach follow-up to OCE inquiries.
• Serve as a liaison with Shrewsbury to stay current with student records and admission functions in PeopleSoft, Slate, and admission-centric systems, which includes online application communications from the testing stage to actual production.
• Liaison with the University Admissions, Financial Aid, and Registrar's office for OCE student record issues.
• Coordinate with the Admissions/Registrar's offices regarding OCE student status regarding revokes, withdrawals and readmission into the university.
• Communicate with online program coordinators, enrollment specialist, and student support advisors concerning applicant status and OCE inquiries as necessary.
• Maintain the internal SIS database for OCE application data, statistics and planning.
• Maintain and update the UMass Online database; undergraduate program information, syllabi, and term course listings.
• Maintain and update undergraduate admission letter templates - including the addition of new programs/options, contact information and all other required changes.
• Maintain strong knowledge of enrollment business processes for OCE admissions. Possess an understanding of a full admissions cycle from inquiry to enrollment.
• Perform continuous monitoring and updating of application data and materials moving to and from the application system (e.g. Slate or other system) into system-wide student databases (e.g. PeopleSoft or other electronic data repository).
• Provide proactive communication (via email, phone, and letter) using the Slate/CRM with inquiries and applicants.
• Perform administrative and clerical duties for OCE, including, but not limited to processing correspondence, maintaining the departments calendar/schedule, maintaining files, processing forms, etc. Assist with all aspects of OCE services.
• Provide administrative support to the Enrollment Specialists with recruitment scheduling and appointments.
• Accept application fee and forward to Bursar's office. Process refund requests for application fees and deposits, and monitor refunded or chargeback transactions for the purpose of reconciliation. 
• May serve as backup for tasks related to other OCE Admissions administrative staff.
• May participate/attend various OCE recruitment events, such as virtual information sessions, fairs, college visits, business tabling events.
• Participate in staff development and in-service training at various times during the year. Attend scheduled office staff meetings to promote better communication and to contribute to the betterment of the operations of the office.
• Hire, train, supervise student workers and approve student worker hours.
• Generate daily enrollment number reports in Summit for all OCE courses.
• Update and maintain OCE manager site for posting courses and registration dates for all OCE courses
• Request syllabi from faculty for undergraduate courses and posting to OCE website.
• May assist with scheduling of classrooms, updating room changes on electronic database.
• May assist with monitoring enrollment of credit and non-credit courses, notifies students of cancelled courses.
• May assist with processing of purchase orders.
• Perform other related duties 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 prioritize, multi-task, collaborate, self-motivated and be highly organized.
• 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, policies, procedures, specifications, standards and guidelines governing assigned unit activities
• Knowledge of types and uses of agency forms
• Knowledge of proper telephone procedures for making and receiving agency calls
• Knowledge of the laws, rules and regulations governing the state personnel system
• Knowledge of stale 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
• Knowledge of the principles, practices and techniques of supervision

MINIMUM QUALIFICATIONS (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 include 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 of the required experience­ 

DEPARTMENT: Arts & Sciences  

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL: X

STATE FUNDED: X

Salary: $58,328.14 - $82,294.94

Hours: M-F; 9:00-5:00 p.m.

Grade: 17

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 April 23, 2024.

The review of applications will begin April 24, 2024, and will be ongoing.