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 Office Manager will partner with the Chair in administrative and overall management of the Department of Health Promotion and Policy (HPP).

Essential Functions

• Hire, train, supervise, and evaluate non-exempt and student staff. Proactively address issues related to employee retention such as creating positive onboarding experience, work environment, workload, and professional development.
• Collaborate with the Chair on a variety of special projects including departmental strategic planning.
• Provide a broad range of administrative support for the chair and faculty members including but not limited to maintaining office equipment, ordering supplies, distributing mail, overseeing course scheduling and managing course-related work and student evaluations.
• Take problem solving initiative in the day-to-day administrative and operational functions of the department. Develop and implement various administrative procedures to ensure efficiency and that the goals of the department are met.
• Proactively communicate with the chair on faculty, staff and student issues and recommend solutions.
• Assist the Chair in coordinating teaching assignments and contracts for part-time or temporary instructors as well as teaching assistants.
• Manage department budgets including instructional, operating, and research trust funds. Independently creates new budgeting systems and provides the Chair and faculty with regular financial reports detailing expenses along with current and projected balances, and budget recommendations. Approve routine expenditures for travel, department supplies, equipment, services, and furnishings, and ensures unallowable expenditures are not charged incorrectly to grants or other funding sources. Process all procurement, expense reimbursement, human subjects’ reconciliations, receivables, and payables in a timely manner. Provide support to faculty with basic budget management.
• Manage department personnel administration. Work closely with the School of Public Health and Health Sciences Financial, Personnel, and Advising Managers to ensure correct and timely processing of all departmental personnel actions and student changes. Coordinate all faculty promotion and tenure cases, periodic multi-year reviews, annual faculty reviews, sabbatical or unpaid leave requests, and course buyouts.
• Work closely with the Chair on space and facility planning, manage space allocations and renovations, and assist with related reports and proposals.
• Address issues related to employee retention such as creating positive onboarding experience, work environment, workload, and professional development.
• Manage faculty and staff search processes, including creating job postings, scheduling interviews, and overseeing financial aspects of all searches.

Other Functions

• Perform related duties as assigned or required to meeting department, SPHHS, and university goals and objectives.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Exr1erience, Certifications, Licensure).

• A Bachelor's degree and two (2) years of human resources, finance, or business administration experience.
• Experience developing and managing budgets.
• Excellent interpersonal skills and ability to professionally collaborate and develop relationships with a diverse population of staff, faculty, students.
• Ability to communicate effectively in oral and written expression.
• Commitment to inclusion and understanding diverse thought, cultures, race, gender, and other differences.
• Ability to understand and apply office rules, policies, and procedures.
• Excellent attention to detail and accuracy including mathematical computations with reasonable speed using a calculator and/or spreadsheet formulas.
• Excellent organizational skills with the ability to effectively and efficiently prioritize workload, manage multiple tasks, track and report progress, and maintain accurate records.
• Excellent initiative, independence, and problem-solving skills.
• Strong computer skills with intermediate competency in using Microsoft Office Suite.
• Ability to exercise independent judgment, manage confidential information, and make decisions in the performance of routine, critical, and stressful tasks while continuing to promote a positive work environment.
• Ability to train and supervise student employees.

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

• Experience with business operations, financial, and budgeting tasks.
• Experience working with UMass administrative and academic policies, procedures, and systems including SPIRE, PeopleSoft, Summit, BuyWays, etc.
• Master's degree in Business, Social Sciences, Public Policy or related field.
• Previous supervisory experience.

Physical Demands/Working Conditions

• Typical office environment.

Work Schedule

• Monday - Friday, 8:30 am – 5:00 pm.
• Required to work occasional nights and weekends.
  This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the Professional Staff Union, it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.

Salary Information

Level 25

PSU Hiring Ranges

Special Instructions to Applicants

Along with the application, please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references. Applications will be reviewed on a continuous basis until the position is filled. Early submissions are encouraged.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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 UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.