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
Performs human resources, financial, and daily operations functions, and acts as Assistant to the Department Head. Has administrative responsibility for all personnel actions, searches, and appointments and supports all personnel procedures, ensuring compliance with rules and regulations.
Essential Functions
- Oversees personnel actions, including but not limited to appointments, reappointments, salary adjustments, injury reports and leaves for faculty, staff, graduate student research assistants, postdoctoral, and research fellows.
- Coordinates with University offices to ensure continuity of payroll for employees funding sources for grant-funded personnel.
- Administers all faculty actions including, but not limited to: pre-tenure reviews, tenure, promotion, annual faculty reviews, and sabbatical requests. Ensure adherence to review procedures and protocols while assisting with compiling faculty case information and maintaining personnel files. Notify faculty of submission deadlines.
- Administers staff performance review process. Maintains staff personnel files and position descriptions. Updates organizational charts as needed.
- Administers personnel searches in accordance with federal, state and campus guidelines.
- Provides administrative support as needed. Records the minutes of meetings. Responsible for archiving of records.
- Advise and coordinate processes for foreign nationals including visa applications.
- Compiles data regarding salaries, budgets, teaching loads and all other relevant personnel data. Maintains relevant databases.
- Supervises assigned personnel, including staff, clerical assistants, and students. Delegates as needed.
- Administers student hiring, including managing workload and schedules.
- Act as purchase order receiver for department. Assist building coordinator with processing related paperwork.
- Serves as primary time and labor coordinator for the department. Compiles and reports time and labor information in an appropriate and timely manner.
- Serve as Assistant to Department Head. Oversight/edit and distribution of communications. Advise on various department initiatives, implement as needed, including employee strategies, layoffs / faculty hires and confidential matters. Review and revise HR policies in department and inform staff & faculty of revisions as needed to keep current with University procedures/regulations to improve overall effectiveness in Polymer Science & Engineering Department. Collect and review Outside Activity Reports from Faculty for avoiding Conflict of Interest and compliance protocols, report to Dean’s office as requested. Advise Department Head and Department Manager with the general development & reporting procedures of department records. Disseminate the Dean’s office communications including grant opportunities, seminars, etc to appropriate personnel. Act as signature authority for Department business decisions and forms, as well as attend meetings as departmental representative in Department Heads absence. Delegate various tasks to appropriate staff in Main Office. Serve as administrative assistant for research group of Department Head.
- Construct HR databases, statistical reports; analyze data to address Dean’s office, Department Head and Faculty requests. Provide effort certification information to faculty for reporting periods. Identify and initiate cost share actions /reports to HR as per OGCA guidelines.
- Act as backup for Department Manager / Graduate Program Assistant Director, Finance Manager in their absence.
Other Functions
- Works collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness.
- Works in partnership with colleagues within the College of Natural Sciences community and across the campus to support the Dean’s strategic priorities.
- Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- High school diploma or equivalent plus a minimum of three (3) years' of relevant office experience.
- May substitute two (2) years' of business related post-secondary education for two (2) years' of the required experience.
- Experience with online data entry systems/programs.
- Knowledge of standard computer operating systems and proficiency with word processing, spreadsheets and use of databases.
- Knowledge of basic accounting principles and practices.
- Ability to work independently to organize multiple tasks and set priorities for action, take initiative, and operate with self-direction in an office environment.
- Excellent written and oral communication skills including the ability to write concisely and accurately.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- One (1) year supervisory experience.
- HR and Finance within People Soft software.
- University knowledge visa and collective bargaining agreements and able to interpret and apply policies.
- Office Manager experience helpful.
Physical Demands/Working Conditions
Typical office environment.
Work Schedule
- Monday - Friday, 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 University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement, therefore.
Salary Information
Grade 15
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.
As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations. (https://www.umass.edu/natural-sciences/diversity-equity-and-inclusion/our-commitment-diversity)
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.