Faculty Recruiting Support CICS

Administrative Assistant for Research Business Development and Public Interest Technology (Clerk IV)

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

Reports to the Assistant Dean of Research Business Development and the Director of Public Interest Technology. This individual will provide high-level administrative support by assisting with a wide range of complex and confidential matters. This includes project management, overseeing schedules and prioritizing critical meeting requests, attending meetings on their behalf, maintaining up-to-date websites, reading and responding to emails on their behalf, and preparing various reports, presentations, and correspondence.

 

Essential Functions

Project Management:

  • Coordinate various projects by creating timelines and following up with constituents to ensure completion of reports, objectives, and overall strategic goals set by the Assistant Dean of Research Business Development in the College of Information & Computer Sciences (CICS) and the Public Interest Technology Director (campus-wide and across campuses).

Meeting & Presentation Management:

  • Accurately maintain electronic calendars for the Assistant Dean and Director. Prioritize meeting requests based on the individuals who are attending and the urgency of the meeting topic.
  • Attend meetings on behalf of the Assistant Dean when he is unable to attend.
  • Handle logistics for each calendar appointment; reserve meeting space, initiate invites on various conference/video platforms (i.e., GoToMeeting, Skype, Zoom), and arrange for additional A/V needs with the College's IT group. 
  • Prepare materials for presentations and meetings; copy and organize printed and digital materials and create professional presentations. 
  • Organize workshops and outreach events at both the Mt. Ida and Amherst campuses, as well as on-line; Take care of all event logistics including creating and distributing advertisements, tracking RSVPs, reserving space and planning appropriate furniture layouts, ordering food and beverage, etc.

Other Duties:

  • Answer, screen, and respond to phone calls, email, and postal mail using personal judgement to determine appropriate urgency and distribution channels.
  • Prepare, draft, and edit general correspondence, memorandums, reports, and other written documents on behalf of the Assistant Dean.  
  • Send out announcements about seminars, presentations, and research opportunities to all students, faculty, and staff. 
  • Communicate with the Office of Research Development and other offices on campus as needed to answer questions, solve problems, and gain clarity on policies, procedures, deadlines, and other information.
  • Plan and prepare travel arrangements (flight, hotel, transportation) and itineraries for the Assistant Dean and Director. Process subsequent expense reports in a timely manner.
  • Maintain Public Interest Technology websites, manage content and keep them up to date.
  • Maintain data in College databases.
  • Create and maintain shared electronic filing systems to facilitate coordination and communication.

 

Other Functions

  • Perform related duties as assigned or required to meet Department, College, or University goals and objectives.
  • Understand responsibilities with respect to conflicts of interest and behave in ways consistent both with law and with University policy.
  • Contribute toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.  Provide professional and helpful customer service to colleagues, partners, students, and the university community.
  • Understand and contribute to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that supports diversity.
  • Use access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercise care to prevent unnecessary disclosures.

 

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

  • High School diploma.
  • Two (2) years of experience providing administrative support in a multi-faceted environment. 
  • Ability to interface in a highly professional manner with external audiences, which may include industry partners, alumni, donors, and others.
  • Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style. Strong interpersonal and open communication skills with the ability to interact effectively, and create and maintain harmonious relationships with a diverse population of staff, faculty, students, and off-campus constituents.
  • Independent initiative. Must have the ability to stay on task and work productively until the completion of the task with a minimal amount of supervision or guidance. Willingness to take on a variety of tasks related to the successful operation and administration of the College and the Public Interest Technology Program. The ability to adapt and work effectively as the College or Public Interest Technology programs grow and the situation changes. Ability to work effectively and collegially under pressure. 
  • Strong organizational skills and attention to detail with the ability to complete assignments in a timely, effective, and efficient manner, balancing the demands of concurrent and potentially competing projects.
  • Ability to read, understand, apply and explain rules, regulations, and policies/procedures related to duties.
  • Ability to understand and follow complex oral and written instructions and create effective and efficient work processes.
  • The ability to think through problems, organize and seek out information and ask for help as needed, identify key factors and underlying causes, and generate solutions or resolve discrepancies.
  • Ability to exercise sound judgment, integrity,  and maintain confidentiality.
  • Strong computer skills with at least intermediate expertise with:
    • Email
    • Calendar systems such as iCal, Outlook, or Google
    • Word processing software such as Microsoft Word or Google Docs
    •  Spreadsheets such as Microsoft Excel or Google Sheets
    • Microsoft PowerPoint
    • Databases such as FileMaker or Microsoft Access. Ability to collect data from multiple sources and create new reports that add value to program goals.
  • Ability to work occasional nights and weekends. Ability to work occasionally at the Mt. Ida campus in support of various events or initiatives.

 

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

  • Associate's or Bachelor's degree preferred.
  • Experience with planning and executing events and workshops preferred.
  • Experience working with Dropbox, Microsoft OneDive, or Google Drive.
  • Experience working with BuyWays.

 

Physical Demands/Working Conditions

Typical Office Environment and on-line as needed or directed by supervisors and the University.

 

Work Schedule

M-F 8:30am-5pm

 

Salary Information

Grade 13

 

Special Instructions to Applicants

Applicants must submit a resume, cover letter, and the contact information for 3 professional references.

To apply, please follow this link: https://careers.umass.edu/amherst/en-us/job/511388/administrative-assistant-for-research-business-development-and-public-interest-technology-clerk-iv 

 

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.