Administrative Assistant I (Operations Coordinator)

General Summary:

The Operations Coordinator (Administrative Assistant I) provides vital administrative, reception, and operational support to ensure the effective daily functioning of the Academic and Career Engagement and Success (ACES) Center. As the primary point of contact at the front desk, this position supports students, staff, employers, and community members while maintaining a welcoming, organized, and responsive environment. The Operations Coordinator also plays a key role in coordinating office logistics, supervising front desk operations, and supporting departmental initiatives.

Examples of Duties:

Reception & Student/Employer Support

• Serve as the main point of contact at the ACES front desk, greeting visitors and offering direction and assistance.
• Assist students, employers, and community members in person, via phone, and through email, providing accurate and timely information related to academic policies, services, and office procedures.
• Manage the flow and traffic of the reception area and provide guidance and support to front desk team members.
• Monitor drop-ins and appointments, notify staff when appointments arrive, and ensure a welcoming and efficient check-in process.
• Coordinate coverage for the front desk as needed and work with ACES leadership to ensure adequate staffing based on expected traffic.
• Represent ACES at campus-wide events as appropriate
• Reserve rooms for various ACES events and programs
• Serve as point of contact employers for on-site recruitment events
• Use student administration system (i.e. WISER) to check in students and verify student data

Administrative Operations

• Manage the general office calendar, including scheduling appointments, resolving conflicts, and prioritizing sensitive matters.
• Organize and maintain office supplies; process supply orders as needed
• Sort and distribute incoming mail and manage outgoing correspondence.
• Routinely update internal operational documentation such as phone directories and standard operating procedures (SOPs).
• Assist in maintaining the ACES master calendar and coordinating department-wide meetings, workshops, and events—including booking rooms, ordering food, and arranging set-up.
• Manage the job approval process in Handshake and respond to employer inquiries in a timely and professional manner.
• Track payments for career fairs and correspondence with employers regarding payment status

Team Supervision and Coordination

• Participate in the recruitment, training, and supervision of student workers assigned to the front desk.
• Provide ongoing performance guidance and support to student staff and ensure consistent and high-quality front desk service.
• Coordinate training for team members assigned to reception duties and serve as liaison between the front desk and ACES leadership
• Perform other duties as assigned.

Qualifications:

At least two years of full-time (or equivalent part-time) experience in office management, office administration, business administration, or business management. The major duties of this experience must have included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration, scheduling or program management.

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. An Associate’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

* *Education toward such a degree will be prorated based on the proportion of the requirements completed.

Knowledge, Skills, and Abilities:

• Knowledge of the principles and practices of office management.
• Knowledge of general report writing methods.
• Knowledge of techniques used in the preparation of charts, graphs, and tables.
• Familiarity with types and uses of general office equipment.
• Ability to understand, explain, and apply laws, rules, regulations, policies, procedures, specifications, standards, and guidelines relevant to assigned activities.
• Ability to analyze data, draw conclusions, and make appropriate recommendations.
• Ability to follow written and oral instructions accurately.
• Ability to gather information through interviewing individuals and reviewing records and documents.
• Ability to write clearly and concisely, expressing ideas logically and coherently.
• Ability to assemble information according to established procedures and determine proper formats.
• Ability to prepare general reports and maintain accurate records.
• Ability to create and utilize charts, graphs, and tables effectively.
• Strong oral communication skills, including the ability to give clear and precise written and verbal instructions.
• Ability to interact tactfully and professionally with others.
• Ability to establish rapport and maintain positive working relationships with individuals from diverse ethnic, cultural, and economic backgrounds.
• Sound judgment and discretion in handling confidential information

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: 15 Hourly Rate: $29.3253

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 [email protected] or 617-287-5148.