Careers at UMass Amherst

Administrative Manager - MassAITC (Hybrid)

Apply now Job no: 522059
Work type: Staff Full Time
Location: UMass Amherst
Department: Computer Science
Union: PSU
Categories: Administrative & Office Support, Program Administration/Management

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.


About MassAITC

The Massachusetts AI and Technology Center for Connected Care in Aging and Alzheimer's Disease (MassAITC) is a multidisciplinary NIH P30 Center spanning five sites – the University of Massachusetts Amherst, Brigham and Women’s Hospital, Massachusetts General Hospital, Brandeis University and Northeastern University. The Center aims to foster interdisciplinary research on the development, validation and translation of emerging AI-enhanced technologies to enhance connections between older adults, caregivers, and clinicians in order to more effectively support healthy aging as well as the care of patients with AD/ADRD at home. The MassAITC is funded by a $20 million, five-year award from the National Institutes of Aging.


Job Summary

The Administrative Manager works under the direction of the Center Directors and also works closely with the Associate Director, core leads and teams, and research staff to enable cross-center synergies between the UMass Institute of Applied Life Sciences, the NIA Roybal Centers at Brigham and Women’s Hospital and Brandeis University, the Massachusetts Alzheimer’s Disease Research Center, and the Northeastern Consortium for Proactive Care.  The Administrative Manager provides administrative support for the Center and its funded projects, oversees and manages engagement with external partners, manages web content related to center activities and goals, and provides logistical support for meetings, activities, and events.


Essential Functions

  • Manages the day-to-day operational needs of the Center, assists grant administrators with budget forecasting and management, and identifies and addresses problems that may affect Center goals or timelines. Ensures the Center and its staff comply with established College and University human resources and finance practices and policies.
  • Coordinates with the Artificial Intelligence and Technology Collaboratories for Aging Research Coordinating Center (AITCC) to manage the Center’s pilot projects and track outcomes. Monitors the progress of pilot projects to ensure that they are following proposed timelines and implements change as needed. Provides assistance and guidance to pilot teams developing “Letters of Intent,” proposals, reports, and pilot project deliverables. Schedules and attends quarterly meetings with pilot project investigators and ensures pilot project quarterly reports are submitted on time. 
  • Engages with potential pilot awardees prior to selection to determine what types of facilities and tools the center would need to provide in order to support pilot projects.  
  • Manages partnerships between the MassAITC, other member sites of the AITC network, members of the industry consortium, and other academic partners. 
  • Manages the Center’s website and updates content regularly. Manages, solicits, and publishes articles and posts from the Center and its core leadership in a timely manner to ensure all information regarding core activities is up to date. Manages all social media outreach efforts, sharing information about activities, events, and program resources. Creates web and social media resources to support annual national competition.
  • Provides logistical support for all meetings, trainings, events, workshops, and activities conducted by the center, including the MassAITC annual meeting with the Advisory Boards and Center leadership. Recruits and negotiates contracts with speakers, handles correspondence, invites relevant collaborators, schedules and attends meetings and takes notes, reserves space, orders catering, and coordinates travel and hotel arrangements.
  • Manages the annual NIH reporting process including ensuring that required materials are collected and assembled in a timely manner.


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)

  • Bachelor’s Degree and more than five (5) years' professional experience managing sizable, complex projects including financial management, interacting with senior business and/or academic leaders, writing reports, and facilitating large meetings OR 
  • Master's Degree in a related field more than three (3) years' professional experience managing sizable, complex projects including financial management, interacting with senior business and/or academic leaders, writing reports, and facilitating large meetings.
  • Ability to manage multiple projects and work effectively with a multi-institution team in a fast-paced environment.
  • Strong interpersonal skills and ability to work with internal and external stakeholders.
  • Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style.
  • Strong written and verbal communication skills. Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence.
  • Independent initiative. Must have the ability to stay on task and work productively with a minimum amount of supervision or guidance.
  • Ability to work effectively under pressure. Strong organizational skills and attention to detail.
  • Ability to maintain a high level of confidentiality as required.
  • 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
    • Databases such as FileMaker or Microsoft Access
    • Presentation software such as Microsoft PowerPoint


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

  • At least 2 years of experience working on NIH-funded projects.
  • Experience providing support to an academic research center.
  • Experience working in collaboration with academic, industry, and/or government teams.
  • Knowledge of Computer Science or a related field.
  • Experience with website management using Drupal or similar.


Physical Demands/Working Conditions

Typical office environment.


Additional Details

This is a grant-funded position. Initial appointment will be for 2 years with the possibility of renewal depending upon funding and performance.


Work Schedule

37.5 hours per week.

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 Professional Staff Union, it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.

Salary Information

Salary Level 30.

Exempt Hiring Ranges.


Special Instructions to Applicants

Applicants must submit a resume, cover letter, and the names and 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.

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