Faculty Recruiting Support CICS

Clerk IV - Administrative Assistant for Public Interest Technology

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 

Reporting to the Executive Director of Public Interest Technology, the Administrative Assistant (Clerk IV) will provide high-level administrative support to the Public Interest Technology initiative (PIT@UMass) by assisting with a wide range of matters including scheduling meetings, prioritizing critical meeting requests, handling meeting logistics, maintaining the websites for Public Interest Technology, coordinating PIT@UMass activities and communities, supporting efforts to align PIT@UMass efforts with campus infrastructure, and preparing various reports, presentations, and correspondence. We are seeking an administrative assistant who can operate independently, across campus, and in coordination with a close-knit, collegial team.

 

Essential Functions 

  • Coordinates various efforts and projects and works with constituents and campus to ensure successful events, meetings, and group interactions.  

  • Works closely with the Director of Public Interest Technology, the Executive Director, and faculty leadership to provide a customer-focused, professional, and effective face to the PIT@UMass initiative. 

  • Maintains Public Interest Technology (PIT) websites. Helps develop and manage content, invites content from the PIT community, and proactively keeps the websites up-to-date. 

  • Maintains electronic calendars for the Director and Executive Director. Prioritizes meeting requests based on the individuals who are attending and the urgency of the meeting topic. 

  • Handles logistics for each calendar appointment including reserving meeting space, initiating invites on various conference/video platforms (i.e., GoToMeeting, Skype, Zoom), arranging for additional A/V needs with the College's Information Technology group, ordering and setting out food, and providing meeting materials as needed. Sends reminders to attendees. 

  • Works with the Director and Executive Director to prepare materials for presentations and meetings as needed; copy and organize printed and digital materials.  

  • Organizes workshops and outreach events at both Mt. Ida and Amherst campuses, as well as on-line. Takes care of all event logistics including creating and distributing advertisements, tracking RSVPs, reserving space, planning appropriate furniture layouts, and ordering food and beverage. Attends events to help with logistics as needed. 

  • Answers, screens, and responds to phone calls, email, and postal mail, determining appropriate urgency and distribution channels.  

  • Sends out announcements about seminars, presentations, and research opportunities to all students, faculty, and staff.  

  • Plans and prepares travel arrangements (flight, hotel, transportation) and itineraries for the Director and Executive Director. Processes subsequent expense reports. 

  • Maintains data in College databases as appropriate. 

  • Develops and maintains on-line drive and infrastructure for the PIT@UMass initiative. Creates and maintains shared electronic filing systems that facilitate coordination, appropriate privacy and accessibility, and communication. 

  • Helps maintain the PIT@UMass Twitter feed. 

 

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. Provides professional and helpful customer service to colleagues, partners, students, and the university community. 

  • Understands and contributes to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that supports diversity. 

  • Uses 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 or equivalent. 

  • At least 2 years' 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 Public Interest Technology Initiative and the College as appropriate. The ability to adapt and work effectively as the Public Interest Technology initiative grows and evolves. 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 and integrity and maintain confidentiality. 

  • Strong computer skills and 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. 

    • Ability to work with Google drive, OneDrive, and other file organization software.  

  • 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. 

  • Experience working in a higher education environment. 

  • Experience planning and executing events and workshops. 

  • Experience working with Dropbox, Microsoft OneDrive, or Google Drive. 

  • Web systems (including Drupal). 

  • Microsoft PowerPoint. 

  • Experience working with BuyWays. 

 

Physical Demands/Working Conditions 

Typical office environment and on-line as needed or directed by supervisor and the University. 

 

Work Schedule 

  • Monday-Friday, 8:30am-5pm.
  • Occasional nights and weekends.
  • Travel to the Mt. Ida campus in support of events or initiatives. 
  • This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee's work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement, therefore.

 

Salary Information 

Grade  13

 

Special Instructions to Applicants 

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

To apply, please follow this link: https://careers.umass.edu/amherst/en-us/job/516184/clerk-iv-administrative-assistant-for-public-interest-technology

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.