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Administrative and Facilities Coordinator/Clerk IV

Apply now Job no: 504392
Work type: Staff Full Time
Campus: UMass Amherst
Department: Commonwealth Honors College
Pay Grade: 13
Categories: Administrative/Office Support

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

Under direct supervision of the Executive Director this position provides administrative and operational support for Commonwealth Honors College (CHC) Academic Programs including student academic requirements reporting and on-campus student applications, serves as building coordinator and oversees facilities issues related to CHC building and Elm classroom wing.

 

Essential Functions

Oversee related administrative systems and reporting information:

  • Serve as administrative coordinator to Executive Director.
  • Serve as CHC representative for new staff and faculty and assist with onboarding in coordination with affiliated supervisor – key cards, keys, business cards, office setup, general CHC orientation org chart, policies, systems, and procedures.
  • Maintain electronic files and documents for all staff in coordination with each CHC unit.
  • Maintain office signage including but not limited to mailboxes, doors, and in/out board.
  • Manage CHC events and staffing calendars.
  • Develop and maintain staff and faculty guidebook (to include office policies, procedures, and resources)
  • Develop and oversee production of CHC staff and faculty e-newsletter to include design and content
  • Maintain inventory and coordinate furniture needs of office.
  • Serve as the administrative coordinator on CHC search committees.
  • Develop and manage database of administrative and financial contacts in PATHS database system in coordination with other CHC units.
  • Receive all CHC deliveries and direct them to appropriate unit.
  • Serve on university committees, teams or other groups related to planning CHC functions; including Undergraduate Conference and Celebration of Excellence.  Assists in staging events.
  • Participate in staff meetings.

 

Academic Program Requirements and Reporting:

  • Evaluate and process annual CHC degree audits for CHC students; enter and track exceptions to Spire Academic Requirements Report (ARR).
  • Process changes in students’ CHC-related Academic Plan and Sub-plans.
  • During periods of high volume such as Add/Drop, assist in registering students in contract courses.
  • Assist Executive Director by regularly running Spire queries and submitting Spire query requests.

 

On-campus Application Process:

  • Provide administrative support for on-campus application process in CHC PATHS.
  • Coordinate with Application Review Committees and Departmental Honors Program Directors.

 

Facilities Coordinator:

  • E-card access – requests for and coordination with Res Life regarding e-access for faculty and staff to CHC Building and Elm classroom wings.
  • Schedule use of CHC Events Hall, including communications with CHC, Res Life, as well as other departments, student groups, etc.; coordinate with Physical Plant personnel and AIMS staff for setup and A/V.
  • Supervise student staff needed for evening events.

 

CHC Building Coordinator:

  • Maintain an accurate list of contact persons and corresponding spaces.
  • Report emergencies occurring in the building.
  • Develop a list of special equipment affected by utility emergencies.
  • Serve as a point of contact during campus emergencies.
  • Report building deficiencies to, and make service requests of, F&CS.
  • Review all key/core requests and express concern to csr@umass.edu.
  • Report occupational health and safety concerns to Environmental Health and Safety.
  • Disseminate pertinent construction and maintenance information to building occupants.
  • Oversee building conditions and act as liaison between department and F&CS.
  • Assist in scheduling repair and renovation projects.
  • Update space-utilization reports.
  • Report unauthorized construction activity.

 

Elm Classrooms:

  • Instructional materials management.
  • Assist instructors and coordinate with other departments (e.g. AIMS, CSM, ResLife) regarding equipment and space needs.

 

Elm Shared Faculty Offices:

  • Develop schedule of office hours and assign offices for use by faculty teaching in Elm Classrooms.
  • Arrange E-access and locker keys for faculty teaching in Elm Classrooms.

 

Other Functions

  • Perform other related duties as required.

 

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • High School diploma or equivalent
  • Minimum of five years administrative experience including at least two years supervisory experience.
  • Excellent skills and substantial experience in using Access and Excel.
  • Knowledge of methods used in data analysis with MS Access and preparation of Excel spreadsheets, graphs, charts and tables.
  • Ability to prioritize and work on multiple tasks simultaneously to meet strict processing deadlines.
  • Ability to take initiative in carrying out projects, reports, correspondence and understanding and applying departmental and university policy and procedures to assigned activities.
  • Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
  • Ability to give written and oral instructions in a precise, understandable manner.
  • Ability to establish rapport and maintain harmonious working relationships with persons from varied backgrounds.
  • Ability to exercise sound judgment and to exercise discretion in handling confidential information.
  • Ability to take initiative in exercising independent judgment concerning any aspect of the job.
  • Interest and ability to learn and use new software and hardware in a rapidly changing environment.
  • High degree of organizational skills and knowledge of office administration; ability to prioritize and balance work tasks in a demanding environment.
  • Experience with sophisticated text editing and formatting, with a high degree of speed and accuracy.
  • Flexibility in work hours to accommodate departmental needs.

 

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Experience using SPIRE is preferred.

 

Physical Demands/Working Conditions

Typical Office Environment

 

Work Schedule

Monday-Friday 8:30 am-5:00 pm; Flexibility in work hours to accommodate departmental needs; 37.5 hours per week

 

Salary Information

Grade 13

https://www.umass.edu/humres/sites/default/files/USA%20AFSCME%20PSU%20B%20NU%20Salary%20Schedule%205.1.19.pdf

 

Special Instructions to Applicants

Apply through the application link. Please include a cover letter and resume.

 

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information 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 the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

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The University of Massachusetts is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.