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Assistant to the Chair of the Faculty (Clerk IV) - CICS

Apply now Job no: 511179
Work type: Staff Full Time
Location: UMass Amherst
Department: Computer Science
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

Provides administrative support to the Chair of the Faculty and Associate Chairs within the College of Information and Computer Sciences (CICS). Coordinates administrative support for faculty recruiting, faculty promotion and tenure reviews, annual faculty reviews (AFRs), leaves, and awards. Uses independent judgment to prioritize projects and accomplish tasks. These administrative duties require extensive knowledge of College and University policies, procedures, and systems, as well as a high level of discretion when handling confidential material and information. A key part of this position is anticipating upcoming needs, keeping track of college and university deadlines, and following up with individuals regularly to ensure the needs and deadlines are met.

 

Essential Functions

  • Accurately schedules and maintains the Chair’s electronic calendar. Prioritizes meetings based on urgency and attendees. Schedules various meetings on behalf of the Chair and Associate Chairs. Manages logistics for each meeting: reserves space, initiates invitations on various conference/video platforms (i.e., GoToMeeting, Skype, Zoom), arranges and sets up food/beverages, etc. Prepares presentations or other materials for each meeting.
  • Answers, screens, and responds to phone calls and emails directed to the Chair’s office, using personal judgement to determine urgency, resolve issues, or route requests to the appropriate person.
  • Plans and prepares travel arrangements and itineraries for the Chair (flight, hotel, transportation). Processes subsequent expense reports in a timely manner.
  • Drafts or edits various correspondence on behalf of the Chair and Associate Chairs. Prepares printed or electronic materials for presentations and meetings. Records clear and accurate minutes at key meetings and distributes them to the appropriate parties. 
  • Organizes and maintains confidential electronic filing systems.
  • Creates strong working relationships with staff in the Provost’s office and other Chair’s offices across campus. Works with them to gain clarity on policies or procedures, and solve problems.
  • Coordinates the visitor approval process for the College.
  • Supports the faculty promotion and tenure (P&T), Annual Faculty Review (AFR), and Periodic Multi-year Review (PMYR) processes.
    • In collaboration with CICS HR, maintains a tracking system to predict upcoming reappointment, P&T, and PMYR cases so the College is able to accurately predict the number of cases each season and the size of the personnel committee that will be needed.
    • Coordinates all correspondence with faculty, reference writers, or others involved in these reviews. 
    • Collects and uploads files and maintains information in the University’s and College’s online systems for all cases and reviews.
    • Answers various policy and procedure questions from the personnel committee and other faculty. When clarification is needed or unique situations arise, discusses each situation with the Chair of the Faculty, the College’s HR team, or the Provost’s office so accurate information can be relayed back to the original inquirer.
    • Sends timely reminders to faculty members, the P&T committees, & the Chair/Associate Chairs to ensure they meet College or University deadlines.
  • Provides administrative support for faculty searches
    • Monitors the faculty recruiting email account and responds to any inquiries in a timely and professional manner. 
    • Coordinates all correspondence with reference writers and ensures the references arrive in a timely manner to avoid delays in the search process.
    • Coordinates multi-day visits with faculty hosts and the candidates ensuring that itineraries for candidates are complete and accurate. Coordinates seminar announcements and books space for each meeting on the itinerary. Arranges lodging, transportation, and meals. May be required to work occasional nights and weekends when events such as inclement weather might disrupt travel plans or alter itineraries.
    • Answers various policy and procedure questions from hosts or other search committee members. When clarification is needed or unique situations arise, discuss each situation with the Chair of the Faculty or the College’s HR team so accurate information can be relayed back to the original inquirer.

 

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)

  • High school diploma or equivalent.
  • Three (3) years of full-time, or equivalent part-time, experience providing excellent customer service in an office environment.
  • Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style. Strong interpersonal skills with the ability to interact effectively, and create and maintain harmonious relationships with a diverse population of staff, faculty, students, and off-campus constituents.
  • Independent initiative. Must have the ability to stay on task and work productively with a minimal amount of supervision or guidance. Willingness to take on a variety of tasks related to the successful operation and administration of the College. The ability to adapt and work effectively as the College or programs grow and the situation changes. Ability to work effectively under pressure. 
  • Strong organizational skills and attention to detail with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.
  • Ability to read, understand, apply and explain rules, regulations, and policies/procedures related to duties.
  • Ability to understand and follow complex oral and written instructions and create effective and efficient work processes.
  • The ability to think through problems, organize and seek out information, identify key factors and underlying causes, and generate solutions or resolve discrepancies.
  • Ability to exercise sound judgment and maintain confidentiality.
  • 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
    • Presentation software such as Microsoft PowerPoint or Google Slides
    • Databases such as FileMaker or Microsoft Access. 
    • Ability to work occasional nights and weekends.

 

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

  • Bachelor’s degree in any field.
  • Experience supporting an academic administrator such as a Chair or Dean.
  • Knowledge of UMass Amherst academic policy and procedure.
  • Experience arranging travel and accommodations.
  • Experience organizing meetings with a large number of attendees with varying schedules.
  • Experience working with applicant tracking systems such as PageUp.

 

Physical Demands/Working Conditions

Typical Office Environment

 

Additional Details

 

Work Schedule

M-F 8:30a-5p

May be required to work some nights and weekends.

 

Salary Information

Grade 13

 

Special Instructions to Applicants

Applicants must submit a resume, cover letter, and the contact information for three (3) 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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