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
The Project Specialist (Clerk IV) coordinates, processes, and monitors projects for facilities and campus services. Acting as the principal contact and liaison between Alterations and campus customers, they administer procedures and training, ensure proper utilization of the computerized construction projects management system (eBuilder), and provide reports and statistical data from the construction project management systems.
Essential Functions:
- Attend confidential meetings with the Assistant/Associate Director as needed; take minutes of meetings and distribute them to all attendees.
- Attend meetings with Design Construction Management (DCM), as well as other departmental meetings under the umbrella of FC&S when necessary; take minutes of meetings and distribute them to all attendees.
- Schedule meetings for department Managers and Assistant Directors.
- Purchase office supplies for the department via BuyWays and TMA.
- Serve as a liaison with Action Apparel representatives and submit orders for uniform clothing for the Alterations department.
- Process delivery order forms and maintenance contract requisitions to progress to purchase orders for outside contractors for all divisions within Building Maintenance and Alterations.
- Attend and schedule meetings using Zoom.
- Post and record overtime.
- Prepare monthly statistical reports of overtime activities and other tables, charts, and graphs reflecting department activities, and distribute such information according to established guidelines, for discussion with the union monthly.
- Manage the daily functions of the Facilities and Campus Services eBuilder (Computerized Construction Projects Management System) by working closely with Directors, Managers, and IMFs to ensure projects are up-to-date, schedules are correct, and projects are closed as required.
- Schedule, arrange, and record/distribute meeting notes for conferences, meetings, interviews, appointments, and similar activities by reserving required facilities; checking the availability of parties involved and notifying attendees of dates, times, and locations.
- Manage staff labor billing and timekeeping via multiple computer programs and through communication with staff to ensure accuracy.
- Analyze and plan construction project priorities; determine available staff schedules in coordination with IMF.
- Act as the initial point of contact for campus customers for the Alteration team and maintain a communication matrix and become a familiar point of contact with customers.
- Liaise with the Communications Manager, Customer Service, and F&CS management staff to disseminate campus impact notifications; collaborate with the Customer Service staff to identify priorities and improve customer service.
- Regularly update training documents to ensure accurate, consistent, and current messaging; communicate system-wide changes to Alterations staff; provide guidance on processes and procedures relating to eBuilder use and provide training to new users.
- Attend Building Maintenance weekly scheduling meetings and provide information to work management groups and assist zone supervisors with scheduling needs.
- Collaborate with campus customers, managers, supervisors, vendors, and building coordinators to resolve scheduling issues.
- Supervise 3-5 student employees.
Other Functions
Perform other duties as assigned.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure):
- High School Diploma or equivalent.
- Two (2) years of customer service experience.
- Three (3) years of full-time, or equivalent part-time experience in office/project work.
- Valid Class D Driver’s License.
- Strong organizational and computer skills with attention to detail, with the ability to complete assignments quickly while balancing the demands of concurrent and potentially competing projects.
- Strong interpersonal skills with the ability to work both independently and as part of an effective team with a highly cooperative and collaborative work style.
- Ability to contribute to the creation of a respectful, inclusive environment that is supportive of diversity.
- General knowledge of computers, with a working knowledge of spreadsheet and word processing programs.
- Knowledge of clerical office practices and procedures, including recordkeeping, computer usage, typing, spreadsheet, telephone usage, and ordering supplies.
- Ability to collect and compile accurate data involving names, numbers, and codes.
- Ability to perform numerical computations with speed and accuracy.
- Ability to review forms, lists, documents, and correspondence for accuracy and completeness.
- Ability to assemble items of information according to established procedures.
- Ability to follow written and oral instructions.
- Ability to exercise sound judgment and discretion in the handling of confidential information.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
Experience in higher education.
Physical Demands/Working Conditions
Typical office environment; requires the ability to stand and sit.
Work Schedule
- Monday - Friday, 7:00am - 3:00pm.
- 37.5 hours per week.
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.