Careers at UMass Amherst

About UMass Amherst

The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued—and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world. 

Job Summary

The Events Coordinator - Clerk IV is responsible for coordinating weekly seminars, department events and providing administrative support for the department. Serves as co-receptionist for the Chemistry Department’s main office. Provides administrative assistance to the Director of Operations and Administration.

Essential Functions

• Coordinate all activities related to the Department seminar series. Act as a liaison for speakers and hosting faculty and coordinate travel arrangements, speaker schedules, reimbursements, and room schedules. Provide refreshments and lunch for seminars. Use motor vehicle to complete off campus errands to support seminar needs. Create, distribute, and post seminar announcements.
• Serve as Co-Receptionist for the Department. Answer the phone and handle general inquiries from people who come into the main office. Maintain office equipment, check office supply levels, and open and close the office suite each day. Receive packages and notify recipients. Large format poster printing in a backup role.                                   
• Act as a backup coordinator for Department Personnel. Assist with payroll coordination, timekeeping, preparation of student appointments, and faculty, staff, and research fellow searches. Responsible for undergraduate student timekeeping.
• As a member of the Chemistry Community Committee, contribute to the planning and execution of initiatives that promote diversity and inclusion, such as panels, workshops, guest speaker events, community discussions, and social gatherings. Handle all logistical arrangements, including reserving event spaces, coordinating catering, arranging IT support, and procuring necessary supplies. Collaborate with student committees to support similar events and initiatives
• Assist with all Department meetings and with retirement events.
• Assist with the Chemistry Summer REU (Research Experience for Undergraduates) program. Update online application forms and distribute letters and posters to 250+ colleges advertising the Chemistry REU program. Assist the Publications Designer with poster printing as needed. Track applicants and compile data for NSF in a departmental database. Organize refreshments for REU students.
• Perform clerical tasks for faculty including processing forms, copying, scanning, and other related duties.
• Assist with database preparation and maintenance.
• Assist with planning for the Alumni Reunion, including, but not limited to, choosing a reunion theme, creating and sending invitations, reserving a venue, planning activities, and confirming the menu.
• Receive capital equipment ($5000 and over) and all computer orders in the purchasing system to allow proper and timely payment processing.  Communicate with appropriate faculty or staff to verify receipt.
• Maintain departmental mailing list. Share any alumni address updates received with UMass Foundation.
• Provide administrative assistance to the Director of Operations and Administration as needed.
• Supervise the space for the Chemistry Student Club (undergrad and grad).
• Supervision for all departmental conference areas (currently LGRT 375, 745, 869, PSB 190, 283, 290, GSMN 153), and assist booking if needed.

Other Functions

• Special projects consistent with position level assigned on an as-needed basis, especially during periods of slow departmental activity.
• Work collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness. In the performance of work, take initiative and operate with self-direction.
• Work in partnership with colleagues within the CNS 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 and at least three (3) years of relevant experience. An Associates or higher degree may be substituted for two (2) years of experience.
• Valid Class D Driver’s License.
• Working knowledge of general office procedures and machines.
• Excellent written and oral communication skills.
• Willingness and ability to run errands off-campus.
• Ability to work nights and/or weekends at several special events throughout the year.
• Strong computer skills including familiarity with:
  • Email
  • Calendar systems such as Outlook or Google
  • Word processing software such as Microsoft Word or Google Docs
  • Spreadsheets such as Microsoft Excel or Google Sheets
  • Databases
  • Internet research
• Ability to work independently and to take initiative and operate with self-direction in a fast-paced office environment.
• Ability to organize and manage multiple tasks and projects simultaneously, setting priorities for action based on department and college goals.
• Excellent interpersonal skills and ability to interact effectively and work productively in establishing and maintaining harmonious working relationships with a diverse population of faculty, staff, and students.
• Ability to collaborate and formulate plans and objectives in accordance with overall college goals. Ability to identify and implement process improvements.
• Capable of working successfully with a diverse population, and to communicate clearly and tactfully with faculty, academic and non-academic professional and classified staff, administrators, students, and the general public.

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

• Experience working in an academic office.
• Prior experience coordinating travel and schedules.
• Experience in events and/or conference management.

Physical Demands/Working Conditions

• Ability to perform manual tasks including: bend, stand for periods of time, push, lift and carry objects up to 20 pounds.
• Typical office environment.

Additional Details

May be required to perform off-campus errands.

Work Schedule

• Monday – Friday 8:30am – 4:30pm.
• May be required to work some nights and weekends.

Salary Information

Grade 13

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.

At UMass Amherst and in CNS, we strive to be a community where every individual feels a sense of belonging, where every individual is included, and where every individual is valued. You can find these values and goals here (https://www.umass.edu/strategicplan/strategic-plan).