Faculty Recruiting Support CICS

Assistant to the Associate Deans (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

Provide high level administrative support for the Associate Deans by assisting with a wide range of complex and confidential matters. This includes project management for renovations, overseeing schedules to prioritize the most critical meeting requests, attending meetings on their behalf,  reading and responding to emails on their behalf, and preparing various reports, presentations, and correspondence.

 

Essential Functions

Project Management:

  • Provide project management support for CICS Facilities.  Research furniture/equipment needs for new spaces, obtain quotes, and submit orders to the College's accountant.  Coordinate shipments and verify quality and accuracy of deliveries.  Assist with the set up of new public spaces or offices including coordinating between the College's IT team, faculty/staff/students impacted by moves, their managers, and College leadership. Provide college-wide communication on renovations and the availability of new public spaces.
  • Coordinate various other projects by creating timelines and following up with constituents to ensure completion of reports, objectives, and overall strategic goals set by the Associate Deans in the College of Information & Computer Sciences (CICS).

Meeting & Presentation Management:

  • Accurately maintain the Associate Deans' electronic calendars. Prioritize meeting requests based on the individuals who are attending and the urgency of the meeting topic.
  • Attend meetings on behalf of the Associate Deans when they are unable to attend themselves. Take clear and accurate notes and relay critical information to Associate Deans in a timely manner.  
  • 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 materials and create professional PowerPoint presentations.
  • Organize small workshops; create and distribute advertisements, track RSVPs, reserve space and plan appropriate furniture layouts, and order food and beverages.

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 Associate Deans.  
  • Send out announcements about seminars, presentations, and research opportunities to students, faculty, and staff. 
  • Serve as primary back-up for the Executive Assistant to the Dean of CICS. 
  • 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 Associate Deans. Process subsequent expense reports in a timely manner.
  • Maintain data in space, IT, or other College databases.
  • Create and maintain shared electronic filing systems to facilitate coordination and communication between this position, the Executive Assistant to the Dean, and the Associate Deans.

 

Other Functions

  • Performs related duties as assigned or required to meet Department, College, or University goals and objectives.
  • Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.
  • Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.
  • Understands and contributes to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.
  • Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.

 

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

  • High School diploma
  • 2 years of experience as an administrative assistant in an office setting, preferably supporting someone at the Director level or higher.
  • Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style. Strong interpersonal 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 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. The ability to adapt and work effectively as the College or programs grow and the situation changes. Ability to work effectively under pressure. 
  • Strong organizational skills and attention to detail with the ability to complete assignments in a timely 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.
  • Ability to think through problems, organize and seek out information, identify key factors and underlying causes, and generate solutions or resolve discrepancies.
  • Ability to exercise sound judgment and maintain confidentiality.
  • Strong computer skills including 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.
  • Experience with planning and executing events and workshops preferred.

 

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

  • Associate's degree in a field of study related to business administration preferred.
  • Experience working with Dropbox, UMass Box, or Google Drive preferred.
  • Experience working with BuyWays preferred.

 

Physical Demands/Working Conditions

Typical Office Environment

 

Work Schedule

M-F 8:30 am - 5:00 pm  (37.5 hours per week)

 

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: http://careers.umass.edu/amherst/en-us/job/503443/assistant-to-the-associate-deans-clerk-iv-cics 

 

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.