About UMass Amherst
UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.
Job Summary
Provides administrative assistance and support to the Mechanical & Industrial Engineering Department. Primary responsibilities are to the Chair and administrative support for event planning, marketing, website design, and personnel matters in the Department.
Essential Functions
- Personnel Management: Compiles faculty personnel actions, including faculty tenure and mini-tenure, promotion, Periodic Multi-Year Review (PMYR) cases, annual faculty reports, and sabbatical leave requests. Prepares faculty requisitions, serves as record-keeper for faculty searches, develops and implements advertising strategy, maintaining search records, corresponding with applicants, and preparing search documents and statistical reports as needed. Coordinates campus visits for finalists and organizes itineraries and processes reimbursements for travel-related expenses. Creates purchase orders in Buyways and maintains departmental credit card. Manages the hiring, supervision, and payroll for student workers.
- Research and prepare data for major reports and projects with the Dept Head (e.g., accreditation reviews, development projects, alumni surveys, faculty productivity reports, etc.) using internet, databases, locating/collecting documents from multiple sources inside and out of department; formatting and assembling of materials; assisting with presentations, creating pdf’s and other related electronic materials.
- Manages the reception service: answer telephone, greet walk-in visitors, screen and track student and family request for information and service, family and community member requests for services, concerns, and refer inquiries to the appropriate staff member. Supervises graduate and undergraduate student workers.
- Event Planning: Plans and coordinates departmental events in conjunction with college, University, and development staff. This includes all logistics of events including catering, travel arrangements, publicity materials, website, and space reservations. Manages departmental list-serv and creates general event announcements.
- Marketing: Manages social media accounts, updates website, creates content, and prepares newsletter.
- Scheduling: Serve as Department’s Preliminary Scheduling Officer. Prepares basic schedule for forthcoming semesters and solicits and compiles scheduling information from faculty. Revises schedule in consultation with Department Head/seminar committee.
- Assist Dept Head, Assoc. Dept Head, Faculty, Staff and students to create, design complex research posters using Adobe InDesign and print.
- Functions as backup for Administrative Officer and Department Accountant.
Other Functions
- Perform related duties as assigned or required. Understands responsibilities with respect to Title IX, Clery and other compliance requirements.
- Demonstrate capacity, skill, and willingness to engage students and contribute to student success.
- Understand responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with university policy.
- Contribute toward creating a positive and respectful workplace. Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.
- Perform other duties as assigned in support of the mission and goals of the College of Engineering.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- High School Diploma or equivalent.
- At least three (3) years of full-time work experience in a high-volume office. An Associate's degree or higher may substitute for one (1) year of required experience.
- At least one (1) year of event planning or marketing experience.
- Ability to work both independently and as part of a team of faculty and staff with diverse backgrounds. Strong interpersonal skills.
- Previous experience working with confidential information.
- Excellent organizational skills and ability to effectively manage multiple priorities while giving attention to details. Ability to organize, screen, and refer multiple and simultaneous requests with minimal amount of supervision. Ability to quickly assess and evaluate problems and take appropriate follow-up action.
- Demonstrated experience with calendar management, purchasing, budget reconciliation processes, and/or payroll processes.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- Proficiency with systems including Summit, BuyWays, Concur, PeopleSoft Finance and HR, SPIRE, etc.
- Proficiency with Adobe suite and Microsoft suite.
- Experience working on a college campus or similar work environment.
Physical Demands/Working Conditions
- Typical office environment.
Work Schedule
- Monday – Friday, 8:30am-5:00pm (37.5 hours per week).
- 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. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement, therefore.
Salary Information
USA/MTA Grade 13.
Special Instructions to Applicants
Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.
UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.