Careers at UMass Amherst

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Clerk IV - Administrative Assistant - MIE

Apply now Job no: 508672
Work type: Staff Full Time
Location: UMass Amherst
Department: Mech & Industrial Engineering
Union: USA/MTA
Categories: Administrative/Office Support

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

Provide administrative and organizational support to the Department Head and ensure all deadlines are met. Coordinate and schedule departmental meetings, seminars and search candidate travel itineraries and campus visit agendas. Coordinate and maintain Annual Faculty Review reports (AFRs) and faculty promotional material. Create and maintain office management systems for department operation to ensure consistent/transparent records for organization of Head office. Coordinate department newsletter and other promotional material. Proofread and edit departmental documents. Provide administrative support for departmental graduate students assisting the Academic Advisor. Serve as primary point of contact for all incoming requests by a diverse community of faculty/students/visitors requiring a high level of interpersonal skills. Work as a member of the department administrative team involving Department Head, Associate Department Head, Graduate & Undergraduate program Directors, and Administrative Officer.

 

Essential Functions

Administrative Assistant to Department Head:

  • Coordinate department head (DH) and department calendar utilizing Outlook and university calendar. Use Doodle and other meeting management software to coordinate accuracy of attendees.
  • Serve as primary point of contact (as necessary) for all department head communication including in-person, telephone and online.
  • Maintain knowledge of all department head issues including faculty/staff personnel, financial, academic, graduate/undergraduate, industrial advisory board and department committee issues to facilitate meetings/correspondence/contact with internal/external key players.
  • Prepare preliminary drafts, edit and proofread lengthy departmental and department head documents.
  • Serve on departmental team with faculty/staff for department administrative projects.
  • Research and track department data and prepare spreadsheets with advanced features of Excel.
  • Coordinate seminar presentations; advertise seminars within and outside the department.
  • Coordinate and schedule faculty meetings on Zoom and in person.
  • Make travel arrangements for department head and search candidates and prepare itinerary.

Faculty Administrative Processes:

  • Coordinate university calendar guidelines and deadlines related to promotion and tenure. Requires exceptional organizational skills and a thorough knowledge of appointment cycles to guide DH, faculty, Personnel Committee, Administrative Officer in meeting hard deadlines and package preparation requirements for College of Engineering Dean’s office.
  • Support and implement tenure process (support faculty member in preparing their package for APWS; advise faculty member of guidelines and deadlines; coordinate external reviewer solicitation; compile external reviewer biographical information on APWS; assist faculty member in ensuring their package is complete by coordinating SRTIs and AFRs; assist head in editing/proofreading memos; monitor deadlines and upload all necessary information to APWS before deadline.)
  • Support and implement mini-tenure process (assist in preparation of package; coordinate correspondence; advise DH and faculty of guidelines and deadlines; assist DH in editing/proofreading memos; monitor deadlines and upload all necessary information to APWS before deadline.)
  • Support and implement promotion and Post Mid-Year Review (PMYR) process (advise faculty of guidelines and deadlines; assist in solicitation of external reviews; compile faculty evaluations and annual faculty reports; monitor deadlines; edit and proofread all DH memos; ensure all necessary information is uploaded to APWS before deadline.)
  • Coordinate Annual Faculty Report process.
  • Track appointment/reappointment tenure track deadline dates and advise DH and Department Personnel Committee of related processes and procedures.
  • Support Department Personnel Committee.

Search Process:

  • Prepare a requisition and track applicant data in HR system PageUp.
  • Using PageUp, disseminate information required by Search Committee.
  • Organize, coordinate and implement email correspondence and zoom interviews between Search Committee and candidates.
  • Prepare detailed itineraries for candidates, including organizing seminars and coordinating 1:1 or group meetings between candidate and faculty.
  • Assist with travel arrangements for candidates.
  • Manage correspondence (applicant and references) on candidates.
  • Support Departmental Search Committees.

Academic Department:

  •  Assist the Academic Advisor with preparing letters, paperwork for graduate student milestones and completion, coordinating schedules, and other duties necessary. Work with the Graduate School, International Programs Office, and other central offices with requests for information.  
  • Monitoring the students progress to make certain the milestones have been met and information conveyed to the appropriate office.  
  • Create and maintain systems and databases to organize/reorganize administrative records and files.
  • Plan, coordinate and implement departmental events such as annual faculty/student gatherings, and retirement parties.
  • Act as primary contact/liaison to central office, determining needs, answering and/or routing inquiries to appropriate sources.
  • Plan, organize and implement Industry Advisory Board meetings with industrial partners.
  • Input time/attendance on HR Direct system; maintain associated records.
  • Serve as One Card Manager for departmental card; maintain associated and auditable records.

 

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

  • Minimum one year office experience.
  • Outstanding organizational and problem solving skills with previous experience in these areas and approaching work with flexibility and minimal supervision.
  • Outstanding interpersonal and communication skills with experience in working cooperatively and collaboratively.
  • Demonstrated strong computer skills including knowledge of advanced features of Word, Excel, PowerPoint and Outlook along with Windows operating system, Adobe Acrobat, Doodle, Teams and Zoom.
  • Previous experience handling administrative office functions, scheduling, major projects, overseeing multiple activities in a demanding office environment.
  • Ability to work harmoniously with diverse populations of faculty, staff and students along with external industrial partners in an inclusive environment. 
  • Ability and previous experience in planning, organizing and overseeing events including large meetings, banquets, travel arrangements, and committee activities.
  • Ability and previous experience in drafting, proofreading and editing documents; strong attention to detail and excellent writing skills.
  • Ability and previous experience in tracking, organizing and inputting database information; manipulating and retrieving data, and producing reports.
  • Ability to handle confidential information, be self-motivated, work independently, and exercise good judgement.

 

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

Knowledge of university information systems (i.e., Spire, Peoplesoft, Buyways, Summit, APWS, and Page Up)

 

Work Schedule

Monday through Friday 8:00 to 5:00pm (37.5 hours per week), position expected to start August 9,2021

 

Salary Information

Grade 13

 

Special Instructions to Applicants

Please apply online and provide cover letter, resume, and contact information for three professional references. Please apply by June 26, 2021, in order to ensure priority consideration. Search may remain open until a suitable candidate pool has been identified.

 

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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