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POSITION TITLE: Administrative Assistant I

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 15

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES: 

Serves as a member of the Office of University Registrar performing various enrollment-related transactions for students such as registration, grade reporting, transcript processing, transfer credit evaluation/posting, change of major, enrollment/degree verification, graduation, course scheduling data entry, etc. Functions as a backup to the Administrative Assistant II.  (May receive ‘Out of Title’ pay for completing Administrative Assistant II-level duties, as appropriate.) 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 from the Assistant Registrar, and functional supervision from Administrative Assistant II, Registrar, Associate Registrar, and Assistant Registrar(s) as appropriate.

DIRECT REPORTING STAFF May supervise 1-5 student workers.

DUTIES AND RESPONSIBILITIES:

• Perform student enrollment functions via walk-in, telephone, CRM, email/written correspondence, etc. Direct questions or inquiries to other staff as appropriate.
• Provide procedural assistance to students, faculty, and staff regarding registration, records maintenance, and other inquiries.
• Process student withdrawal and leave of absence requests. Create and distribute weekly spreadsheet of withdrawn/leave of absence students to appropriate departments, as needed.
• Evaluate and post transfer credits per established university guidelines.
• Process various enrollment transactions, including but not limited to, add/drop, pass/fail, audit, grade entry/grade change, course withdrawals, change of major and minor, and miscellaneous academic record updates, including requirement terms.
• Investigate and resolve a variety of student course registration and academic record related inquiries and issues. Respond via appropriate communication (i.e. email, CRM, letter, telephone, etc.) to students, faculty and staff.
• Assist with class corrections with careful attentionAssist with enrollment and degree verification processing.
• Assist with course scheduling data entry.
• Conduct student record research and provide requested documentation in support of University audits and academic information requests.
• Prepare and maintain confidential files for students, including academic records, transcripts, departmental records, etc.
• Perform a variety of specialized electronic document imaging duties on a large volume basis; Scan student documents, check for accuracy and quality assurance; Data entry linking to individual student files; Correct inaccuracies. Manage document imaging queues and workflows. Responsible for document prep, document scanning, document indexing, and document quality control.
• Assist with the data entry of graduation application processing and various commencement activities as needed.
• Contribute to the development of office procedures and business workflow processes.
• Provide backup to other administrative staff in the Registrar's Office.
• Participate in the training of new staff.
• Perform other job-related duties and responsibilities as assigned.

MINIMUM 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 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.

QUALIFICATIONS REQUIRED

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

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 October 24, 2025.

The review of internal and external applications will be ongoing until the position is filled.