Careers

General Summary:

Examples of Duties: 

1. Manage the day-to-day operations of the VDC:

•Establish protocols to maintain a secure, professional, welcoming, and organized work environment within the VDC.
•Oversee the operations of the VDC; work with students to help maintain neat and optimal working environment of all physical spaces of the VDC, including the common areas, conference rooms, offices, labs, kitchen and VDC storage areas; organize and stock kitchenette; and ensure kitchen and office supplies are stocked in a timely manner.
•Coordinate with university departments to initiate and follow through on the day-to-day operations requests as needed; ensure availability of services, and coordination and integration of activities such as IT, EHS, Receiving, and Facilities.
•Manage all VDC security systems including VDC partners, students and staff electronic key and office key requests.
•Manage onboarding new partners and vacating and preparing working space for new partners to join.
•Manage equipment planning, purchasing, reallocation and vendor maintenance.
•Analyze current office and business processes and policies, identify areas of improvement, and implement creative solutions to support and enhance the effective and efficient operations of the VDC, and take part in financial planning and decision-making.

2. Manage VDC Outreach, on campus and to a range of external stakeholders, virtually and in person:

• Manage on-campus efforts including mailers, tabling and other forms of outreach to engage faculty students, academic colleges and departments, university administration in VDC initiatives.
• Manage outreach to and from the VDC to companies, state and federal agencies, partner universities and incubators, foundations and multiple forms of venture funding and support organizations.
• Attend conferences and networking events on behalf of the VDC, locally and nationally, if and as required, to support VDC programs and future growth

3. Financial and Personnel Operations of the VDC:

•Manage the VDC budget and perform all associated tasks with the budgeting process, in coordination with the Executive Director.
•Manage all procurement and travel for the VDC through the University systems (OneCard, BuyWays and Concur) and any budget reconciliations required.
•Prepare monthly invoices and deposits; ensure payments are deposited in a timely manner.
•Coordinate new employees onboarding including HR hiring paperwork and I-9’s, BeaconCard signup, UMB staff email, HR time self-reporting training and HR Direct login; Create and ensure Electronic Personnel Action (ePAF) for new hires, continent workers and terminations.
•Manage personnel files and serve as a timekeeper for the VDC on a weekly basis.

4. Manage VDC staff and clients’ experience at the Center:

•Serve as the first point of contact to answer questions and handle general customer service issues; manage administrative support for the Center, including but not limited to ensuring checking and answering VDC’s general email and voicemail; appropriate response to visitors and inquiries and arranging center tours and visits.
•Maintain VDC shared space calendars and logistics, coordination and scheduling of appointments, meetings, seminars, luncheon/dinners, and special events.
•Create and disseminate VDC announcements and newsletters and marketing materials, physically or online, including the website and social media handles. Oversee the sorting and distribution of incoming mail and deliveries.
•Assist clients with AV requests.
•Maintain the VDC’s filing, tracking, data entry and scheduling systems.
•Manage all event planning, including organizing logistics and catering for various events for the VDC community stakeholders such as UMass Boston faculty, students, alumni, company members. This includes workshops, boot camps, Pitch contests and other events supporting VDC initiatives. The position is occasionally required to work outside of normal work hours to accommodate unique events.
•Provide general programmatic support and perform other duties as assigned

Qualifications: 

Bachelor’s degree in Business Administration, Communications, or a closely related field relevant to business operations/growth and a minimum of three to five (3-5) years of professional experience in operations, office management/ administration, and/or communications, preferably in an institute of higher education or research environment, are required.

Preferred Qualifications:

•Customer service oriented, easily approachable, and highly responsive.
•Very reliable and organized, able to multi-task, proactive, self-starter with good judgement.
•High energy and driven, and handles adversity and ambiguity professionally, and seeks responsibility and ownership.
•Good understanding of standard office procedures and have strong communications and interpersonal skills.
•Strong organizational, follow through and attention to detail skills.
•Ability to prioritize work, meet deadlines and keep detailed, accurate information and records.
•Confident in handling sensitive and confidential issues and information.
•High integrity and discretion.
•Good presentation skills and ability to interface with people at all levels of the organization.
•Experience with event management, marketing communication and social media.
•Ability to work both independently and cooperatively in a fast-paced environment.
•Demonstrated passion for and prior experience with startups, incubators/accelerators or innovation programs.
•Eagerness to learn about emerging technologies and solutions and to help partner companies succeed.
Knowledge, Skills, and Abilities:
•Excellent PC skills-Word, Excel, and PowerPoint and popular content creation programs [ e.g., Canva, Photoshop or other]

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Grade:  32      

Salary Ranges

This is an exempt union position. All official salary offers must be approved by Human Resources.