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Administrative Assistant IV
2 months ago
This position involves responsibility for fiscal management, including purchasing, billing, and reimbursements for all Chemistry department accounts. The position is under the direct supervision of the Business Manager, with considerable flexibility to exercise judgment on day-to-day activities.
Key Responsibilities- Inform appropriate members of the department of new or revised purchasing and accounting procedures.
- Process department purchase orders via purchasing system (BuyWays).
- Process invoices received by the department; resolve problems with invoices.
- Prepare required forms and reports, including obtaining required approval signatures for expense transfers. Process journal entries in University system.
- Organize and process all reimbursements for travel, honoraria, meals, and other expenses following UMass Standards and Policies.
- Organize and submit all expense reports for department members post travel.
- Assist Financial Coordinator with vendor relations/communication, submitting bankcard expense reports in finance systems, and departmental billing for established cost centers on an as needed basis.
- Create and maintain spreadsheets to track expenses related to certain projects (faculty recruiting and seminars).
- Receive and record all deposits made to the department and income from outside agencies.
- Serve as the official record keeper for all financial documentation within the department.
- Assist with departmental seminar coordination in a backup role and on an as needed basis.
- Respond to inquiries from faculty, staff, students, other departments, and vendors.
- Create shipping labels and handle shipping account setup/billing discrepancies as needed (in a backup role).
- Co-reception for the main office. Answer the phone and handle general inquiries from people who come into the main office.
- Maintain office equipment, check office supply levels, and open and close the office suite each day. Receive packages and notify recipients. Large format poster printing in a backup role.
- Perform clerical tasks as requested, including processing forms, copying, scanning, and other related duties.
- Perform other duties as assigned in support of the mission and goals of the Department of Chemistry and the College of Natural Sciences.
- Work collaboratively and effectively to promote teamwork, diversity, equality, and inclusiveness.
- Work in partnership with colleagues within the CNS community and across the campus to support the Dean's strategic priorities.
- High school diploma or equivalent plus a minimum of three (3) years of relevant office experience.
- May substitute two (2) years of business-related post-secondary education for two (2) years of the required experience.
- Ability to effectively use spreadsheet and database programs, word processing, text editing, e-mail, Adobe (or similar), and internet browsers.
- Ability to perform arithmetic computations, manipulate data tables, and create reports with relative speed and accuracy. Ability to work accurately with names, numbers, codes, and/or symbols.
- Ability to keep financial records and understand basic accounting principles.
- High degree of organizational skills and attention to detail.
- Excellent interpersonal skills with the ability to communicate effectively in oral expression, to establish and maintain positive working relationships with others, and to deal tactfully with others.
- Ability to work with minimal supervision and take initiative in carrying out projects, reports, correspondence, etc., and applying departmental or university procedures.
- Ability to follow written and oral instructions; ability to assemble items of information in accordance with established procedures.
- Ability to write, coordinate, and compile reports, correspondence, etc., using correct policies and procedures.
- Ability to prioritize workload effectively and efficiently in a demanding environment.
- Knowledge of UMass Systems, primarily the finance systems.
- Some experience in an academic department preferred.
- Typical office environment.
- Monday – Friday; 9:00am – 5:00pm.
- 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.
USA/MTA Non-Exempt Grade 13.
