Aset Management

							  I.     Title:        ADMINISTRATIVE MANAGER: ASET
         Division:     SC (ASET) Department: Office of the Dean
         Location:     100 John Mitchell Center (JMC), Gorham campus
         Schedule:     8:00 a.m. - 4:30 p.m., Monday - Friday
         Organizational Relationships:
         Reports to:          Associate Dean
         Supervises:          Work study students as necessary
         Coordinates with:    Dean of ASET; Associate Dean; department chairs, faculty, staff,
                              students and alumni; Provost, President, and other deans’ offices, various
                              other University and system offices, as well as contact people in private,
                              academic, governmental and professional roles nationwide.

 II.     Statement of the Job:
         Employee is the executive assistant to the Dean and Associate Dean and serves as the focal
         point for the school’s communication that often have important implications for the school’s
         image and marketing efforts. Employee performs difficult and complex budget maintenance for
         the Office of the Dean, and assists the Associate Dean with budget allocation for the entire
         school. Judgment and initiative are frequently exercised. While some tasks are accomplished
         within well defined procedures; the remainder are non-routine administrative work or program
         implementation and monitoring that require creative and individualistic solutions. The tasks
         include the development and implementation of solutions to school-wide administrative
         management problems. Frequent verbal and written communication is required internally and
         externally.

III.     Essential Functions:
             1. Serve as the central support contact for the dean’s office, coordinating with
                 administrative assistants in other ASET departments and programs, university and
                 system departments and offices, students, alumni, and outside contacts.
             2. Coordinate alumni relations, publications, and special events in collaboration with the
                 Associate Dean, Director of Student Services, and Director of External Programs.
             3. Maintain and reconcile several ASET budgets, and monitor ASET scholarship fund
                 accounts. Advise Associate Dean of total expenditures for faculty development travel.
  Process confidential information and monitor all personnel actions (tenure, promotion, and
  reappointment) and salary/benefits for faculty, staff, and graduate assistants in the School. This
  involves correspondence, preparation of materials,
           4. maintaining files, keeping a schedule and follow-up on all actions.
           5. Advise faculty and department chairs on policies and procedures for hiring and
               employee performance management. Assist search chairs for ASET searches as
               requested with regard to compliance with HR and EEO policies. PeopleSoft Time
               Administrator, assists ASET employees with the use of the PeopleSoft Human
               Resources module, and approves time on behalf of ASET supervisors as appropriate.
           6. Provide faculty and staff information on policies and procedures for professional
               development travel, purchasing guidelines, support services and other USM and ASET
               policies.
           7. Prepare reports, including research, writing, and editing as requested. Provide support
               for ASET publications such as the newsletter and web page. Provide publicity and
               outreach support for departments and programs within ASET as requested.
           8. Performs a wide variety of administrative support functions such as scheduling,
               logistics for conferences, screening mail for the Dean, preparing purchase orders, and
               taking minutes at meetings; in these activities, is expected to anticipate needs, make
               sustentative judgments, and independently design improved processes.
           9. Provide support for the Dean and Associate Dean in terms of preparing and
               disseminating written communications, maintaining complex databases and filing
               systems, and collecting and compiling relevant information as needed. Provide support
               to the Director of Student Services and Coordinator of Co-op Programs. Perform or
               delegate daily receptionist duties to student workers, screen and direct calls and visitors
               to the school.
           10. Provide support for ASET development activities including maintaining and reconciling
               associated budgets, monitoring pledges, supporting development committees and
               activities.

 IV.    Marginal Functions:
          1. Assign classroom and lab keys for the JMC.
          2. Operate all office equipment and coordinate training on office equipment for other staff;
              includes advising staff members regarding training opportunities available through
              University Staff Development office. Research and recommend acquisition of office
              equipment, furniture purchases, and office layout.
          3. Keep current on USM and ASET policies and procedures.
          4. Other duties as assigned by the Dean and Associate Dean.

  V.    Supervisory Responsibilities
        Supervise one or more work-study student.

 VI.    Budget Responsibilities:
        Maintain and reconcile several ASET budgets, and monitor ASET development and
        scholarship fund accounts. Preparing detailed financial reports monthly, or as requested by the
        Dean or Associate Dean.

VII.    Public and Professional Activities:
           1. Attend relevant conferences and workshops on and off campus.
           2. Maintain active membership in relevant professional organization(s) related to the
               employee’s position.
           3. Serve on university committees as appropriate.
           4. Provide the Dean and Associate Dean with monthly and year-end activity reports.

VIII.   Internal/External Contacts:
           1. Frequent telephone or personal contact with University administrative and academic
              departments; members of the business, industrial, and educational communities;
              appropriate media and representatives of state agencies.
           2. Maintain active communications with ASET alumni, friends, and contributors, and with
              appropriate public relations, administrative, and development professionals.

IX.    Knowledge, Skill, and Abilities:
         1. Ability to work with all USM and UMS personnel, the USM community, and the
            business and industrial community. Ability to work as part of a team.
         2. Knowledge of academic processes.
         3. Knowledge or familiarity with academic processes, general personnel policies and
            procedures, budget operation, and office management. Strong computer skills.
         4. Skilled in standard accounting methods and managing financial reporting systems.
         5. Ability to organize, manage, and work independently.
         6. Ability to work with frequent interruptions and manage many projects simultaneously.
         7. Ability to assume responsibility and to exercise independent judgment.
         8. Ability to produce results within tight time constraints.
         9. Ability to contribute to outreach opportunities for the School of Applied Science,
            Engineering, and Technology.

X.     Qualifications
         1. Required: Bachelor’s degree or equivalent with at least 1 year related experience, or an
              Associate’s degree or equivalent and 3 years of related experience.
         2. Proficient in operating all modern office equipment and communications technology
              including: Windows-based microcomputer, laser printer, facsimile, photocopier,
              typewriter, and telephone. Experience with e-mail, internet, word processing,
              spreadsheets, databases and online environment required. Skills in the use of word
              processing, spreadsheet, and database software are essential. Also desirable are
              knowledge and skill in the use of desktop publishing and web development software.


 For Office Use Only:
 Approved:            9/22/03      Revised: 10/27/03
 Job Family:          11
 Salary Band:         102
 Unit:                UMPSA
 Job Number:          3575
 Employee:            Lorraine Arsenault
 Position#:           00010090