Careers at UMass Amherst

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Apply now Job no: 511392
Work type: Staff Full Time
Location: UMass Amherst
Department: Dean - Humanities & Fine Arts
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 assistance to the Institute for Holocaust, Genocide, and Memory Studies (IHGMS).


Essential Functions

  • Serve as primary contact for the Institute and the director’s office
  • Assist director with all matters pertaining to the administration of the Institute, its programs, and its activities
  • Provide confidential administrative support to director including making appointments, scheduling meetings, maintaining director’s calendar, drafting correspondence and documents, generating and completing reports, taking meeting notes, and maintaining files
  • Work with director to develop and monitor annual Institute budget and with HFA business office to maintain records of Institute budgets and expenditures
  • Advise director on procedures for using University funds, including endowment, gift, grant, and research funds
  • Open and close the Institute during normal business hours, and for exhibition and school tours
  • Recruit, hire, and supervise undergraduate student employees serving as docents of the Institute exhibition
  • Facilitate Institute public events and lectures, including serving as point of contact, advertising and general publicity, design and distribution of flyers, reserving venues, arranging for refreshments, making accommodation and travel arrangements for guest speakers, and processing honoraria
  • Prioritize and organize daily work load and long-term projects
  • Develop and implement new methods and procedures to solve work problems and improve productivity
  • Maintain Institute events calendar and website, both for content and function
  • Monitor and respond to Institute email inquiries
  • Maintain databases and list-servs and generate mailing lists for Institute communications and gift acknowledgement
  • Assist director with coordinating travel meetings and conferences, including reconciling travel card
  • Process and enter travel expense reports and purchase orders and serve as Procard manager
  • Maintain office supplies and equipment
  • Serve as building coordinator
  • Perform other duties and special projects as assigned


Other Functions

  • Performs other duties as assigned.


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

  • High school diploma
  • Minimum two-year experience administrative office work
  • Strong interpersonal and communication skills
  • Excellent organizational skills and ability to work on multiple projects simultaneously and prioritize workload
  • Ability to liaise effectively and diplomatically with faculty, staff, students, and on- and off-campus representatives
  • Excellent computer skills, experience with Microsoft Office and Outlook
  • Ability to work independently
  • Ability to exercise good judgment in the advice and guidance offered to director, faculty, staff, students, and general public
  • Attention to detail
  • Editing and proofreading skills
  • Ability to maintain confidentiality of records, documents, and communications
  • Ability to work some nights and weekends if needed


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

  • Expertise in event coordination
  • Ability to learn quickly and to relay that knowledge to others
  • Ability to problem solve
  •  Experience in virtual and hybrid learning/teaching with the ability to convert the Institute to operate in a virtual or hybrid manner if necessary
  • Proficient at Microsoft Office Suite, including but not limited to Word, Excel, PowerPoint, OneDrive, Calendar, and Task List
  • Proficient at Adobe Creative Cloud programs, including but not limited to InDesign, Photoshop, Bridge, Premier Pro, Lightroom, Acrobat, and Scan
  • Skilled at Graphic Design, Photo and Video Editing, photography, and videography, and digital design
  • Experienced in technology and interrelated media matters
  • Familiar with the UMass campus & the greater Pioneer Valley area


Physical Demands/Working Conditions

Typical office environment


Additional Details

Reports directly to the Director of IHGMS


Work Schedule

M-F 8:30am-5:00pm


Salary Information

USA Grade 13


Special Instructions to Applicants

Apply online and submit a cover letter, resume, and three professional references by January 26, 2022 to ensure priority consideration.


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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Applications close: Eastern Standard Time

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