Careers at UMass Amherst

Events & Communications Manager

Apply now Job no: 504331
Work type: Staff Full Time
Location: UMass Amherst
Department: Graduate Registrar
Union: PSU
Categories: Professional Staff Union (PSU), Public Relations, Marketing, Communications

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 Graduate School’s Fiscal and Personnel Manager, the Events and Communications Manager is responsible for coordinating all Graduate School events and communications, including Graduate Commencement and Orientation. Events management will include logistical planning and implementing workshops and events, including developing and overseeing a communications plan for workshop/events marketing; tracking and maintaining a database of registrations and program evaluations; coordinating venue acquisition, setup, and catering; and working effectively with co-workers, cosponsoring offices, and vendors to ensure successful events. Communications management will include designing, leading, and overseeing production of a wide range of multimedia communication materials, such as communication campaigns, event publicity, the Graduate School website, brochures and manuals related to programming, and writing and disseminating press releases.


Essential Functions

Events Management for the Graduate School (55%)

  • Play a major role in planning and organizing large-scale, campus-wide events including Graduate Commencement and Graduate Student Orientation.
    • Participate in all aspects of event planning including conceptualization, logistics, publicity, communication, budget, volunteer recruitment, training, etc. Supervise the creation of photo slideshow for Commencement.
    • Supervise Graduate Assistant, student employees and coordinate events coverage.
    • Secure venues. Ensure appropriate setup/breakdown, IT needs, and accessibility needs. Trouble shoot and resolve venue problems.
    • Manage contractors/vendors, including catering, furnishings, and venue access.
    • Provide workshop materials and workshop evaluations, both print and electronic.
    • Maintain database of venues, including size, cost, and contact persons.
  • Manage registration process and monitor registrant activity.
    • Maintain registrant database.
    • Develop outreach plan to increase event attendance.
    • Generate summaries of participants for annual reports and periodic reports.
  • Administer and oversee workshop participant evaluations.
    • Maintain database of evaluation feedback.
    • Debrief with workshop leaders to improve subsequent events.

Communications Management (25%)

  • Communication Campaigns: Oversee and ensure high quality mass communication campaigns to Graduate Program Directors, administrators and students for Graduate School events:
    • Develop communications plan for advertising multiple workshops and events, including timelines and platforms for communications, target audiences, and monitor registrations.
    • Manage the Graduate School general office email and respond in a timely and effective way to requests.
    • Manage communications, including email correspondence, for Commencement and Orientation.
  • Websites: Maintain, and update the Graduate School website.
    • Develop new webpages and communications platforms for Graduate School initiatives.
    • Ensure that Graduate School online presence is dynamic, engaging, and current. Create and post news items related to Graduate School programming. Maintain calendar of events and workshops, including submissions from other campus offices. Make available resources from workshops and reports authored by Graduate School.
    • Ensure functionality of web-based workshops/events registrations and maintain database of registrations.
    • Interface with University Relations, IT, the UMass News Office, and maintain knowledge of UMass communication and marketing policies, procedures, branding, and resources.
  • Draft speeches and talking points for the Dean for major university events including new student orientation, commencement and other high-profile events.
  • Maintain social media presence for the Graduate School, developing relevant content as needed for various platforms.
  • Publications: Develop the Graduate School brand. Coordinate the design of high-quality and accessible print materials.
    • Produce high quality graphic publications including brochures, annual reports, workshop manuals, and other print materials.
    • Coordinate an integrated brand for Graduate School in all materials: letterhead, presentation formats, signage, email, etc.

Administrative support for the Fiscal and Personnel Manager (20%)

  • Process Requisitions, Purchase Orders and invoices in the Buyways system.
  • Process travel reimbursements for Graduate School staff and students in PeopleSoft Finance.
  • Process the hiring of both Undergraduate and Graduate student employees.


Other Functions

Performs related duties as assigned or required to meet Department, Executive Area/Division, and University goals and objectives.


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

  • Bachelor’s degree.
  • Three years of professional work and administrative experience.
  • Excellent written and oral communication skills.
  • Demonstrated ability to work independently to organize multiple tasks and set priorities for action, take initiative, be creative, and operate with self-direction in a fast-paced office environment. 
  • Excellent interpersonal skills and ability to interact effectively and work productively in establishing and maintaining professional and harmonious working relationships with diverse faculty and staff. 


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

  • Experience in website content management software, preferably Drupal. 
  • Ability to produce high quality graphics (Adobe Suite, Illustrator or InDesign).
  • Experience supervising staff or students.


Physical Demands/ Working Conditions

Typical office environment activity.


Work Schedule

Monday-Friday, 8:30 am - 5:00 pm. Required to work occasional nights, early mornings, and weekends for major events.


Salary Information

Level 26

PSU Salary Ranges


Special Instructions to Applicants

Applicants must apply by the priority deadline of January 24, 2020 in order to ensure consideration. Applications may be accepted after the priority date until a suitable candidate pool has been identified.

To apply, please provide a cover letter, resume, and contact information for three professional references.


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.

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