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Clerk V-Executive Assistant to the Director

Apply now Job no: 504804
Work type: Staff Full Time
Campus: UMass Amherst
Department: Institute Applied Life Science
Pay Grade: 15
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

Provides administrative assistance to the Director of the Institute for Applied Life Sciences (IALS)

 

Essential Functions

Administrative Support to Director:

  • Serves as the initial point of contact for the research community in relation to IALS programs and provides guidance to IALS faculty and research staff and external collaborators on UMass-specific process and procedure requirements.  Is proactive and reactive to problems/concerns and finds appropriate and timely solutions.
  • Primary point of contact for the Director’s calendar and scheduling activities.
  • Proactively provides managerial control for travel and expense reporting of the IALS leadership team.
  • Acts as direct liaison on behalf of the IALS Director to executive area staff, campus administrators, faculty, President’s Office, government officials, industry and foundation representatives.
  • Handles confidential and Intellectual-Property-sensitive interactions with outside constituents and companies.
  • Composes and maintains correspondence on behalf of the Director.
  • Schedules meetings and appointments and maintains multiple calendars on Outlook.
  • Contributes to the administrative oversight of the IALS Centers.
  • Establishes travel schedules and itineraries and processes expense reports.
  • Hires and supervises student employees.
  • Plans and coordinates workshops, meetings, conferences, open house events, and visits to IALS by handling registrations and the logistics for the events, making travel arrangements for guest speakers and visitors, and serving as point person on the day of the event to ensure that the event runs smoothly and successfully.
  • Performs related duties as assigned.

Space/Census management:

  • Works with the Director of IALS, Office of Campus Planning and Space Management on annual space inventory survey.
  • Completes and maintains census on both the north and south side of the Life Science Laboratories.
  • Develops and maintains space maps in coordination with the IALS Director.

Events/visitors:

  • Maintains and develops SOP for use of conference space for building occupants and outside users.
  • Plans and coordinates workshops, meetings, conferences, open house events, and visits to IALS. Directs IALS staff to ensure all event logistics are in place.  Evaluate travel arrangements for guest speakers and visitors.  Ensure that there is a point person on the day of the event and provide guidance for any corrections/changes to ensure that events run smoothly and successfully.
  • Hires and supervises students to contribute to the efficient functioning of all IALS-associated departments (such as Core Facilities, Student Engagement, Lead/Business Development, Venture Development, Marketing/Communication, LSL Building and IT infrastructure)

 

Other Functions

Office Management & Other special projects

  • Maintains aggregate mail and email lists for IALS phone list and contacts.
  • Special projects given by the IALS Director.

 

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

  • High School diploma (or equivalent) and at least five years of experience in coordination of academic or technology related programs or projects with a strong work record of demonstrated competence, professionalism, and teamwork.
  • Proficient computer skills: Microsoft Office including Word, Excel, PowerPoint, and Adobe Acrobat Pro.
  • Proficient written communication skills.  Excellent interpersonal skills and verbal communication skills.
  • Excellent organizational skills, ability to work on multiple projects simultaneously, capable of self-direction, ability to deal tactfully with people at all levels, a high degree of personal integrity and discretion, and solid decision-making skills.
  • Ability to exercise good judgment in the advice and guidance offered to faculty.
  • Ability to compile reports, training materials, and meeting notes/minutes.
  • Knowledge of research budgeting and experience with monitoring complex budgets.
  • Attention to detail and editing and proofreading skills.
  • Ability to deal effectively with a high work volume and rigid deadlines.

 

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

  • Associate’s degree in accounting, management, or related field preferred.
  • Previous experience in and basic understanding of the provisions of administrative support in an academic research environment preferred.

 

Physical Demands/Working Conditions

Typical office environment

 

Work Schedule

37.5 hours per week

 

Salary Information

Grade 15

 

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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Applications close: Eastern Standard Time

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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.