Title: Administrative Operations & Project Coordinator - Provost's Office (Administrative Secretary I)

Executive Area: Academic Affairs

College/School/MBU: Admin Support Units

Department: Provost's Office

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

Job Summary

The Administrative Operations & Project Coordinator (Administrative Secretary I) works collaboratively with the Provost’s Office Administration & Finance team to coordinate the daily operations of the Administration & Finance Business Center and the administrative services provided to the supported Academic Affairs administrative units. Operating in a high-volume, complex service environment, this position independently coordinates cross-functional projects and administrative processes; researches, interprets, and communicates University requirements; resolves routine and moderately complex issues; and serves as a central administrative resource for faculty, staff, students, administrators, and external partners.

Essential Functions

Business Center Operations & Administrative Services:

Serves as a primary point of contact and administrative resource for faculty, staff, students, administrators, and external constituents working with the Provost’s Office Administration & Finance Business Center. Independently researches and responds to inquiries, interprets and applies University policies and procedures, identifies solutions to routine and moderately complex issues, and coordinates with appropriate University partners as needed.

Maintains the Business Center’s standard operating procedure library and contributes to the development and implementation of related administrative systems and workflows. Ensures that procedures, documentation, job aids, and other resources are accurate, accessible, and clear, and identifies opportunities to improve and streamline administrative processes.

In collaboration with the Senior Finance and Operations Manager, develops and delivers training and ongoing administrative support for department administrators across supported Academic Affairs units. Plans and facilitates regular department administrator meetings and informational sessions, prepares relevant materials, communicates changes in University and Business Center requirements, and provides individualized assistance as needed.

Provost’s Office & Executive Support:

Provides backup and overflow support to the Executive Assistant and other Provost’s Office support staff as needed. Provides travel, bank card, and purchasing support for Senior Vice Provosts, Vice Provosts, Associate Provosts, and other Provost’s Office leadership.

Serves as the Business Center point of contact for supported units initiating instructor-related requests. Assists units in gathering required information and materials, coordinates communication among the units and the Faculty HR Partner, and routes complete requests to the Faculty HR Partner for processing. Coordinates unit-specific onboarding and requests for academic-related access.

Provides logistical support for designated components of faculty personnel processes led by the Faculty HR Partner. Maintains relevant documentation; supports administrative components of faculty promotion and tenure processes. Serves as a resource to the Faculty HR Partner and supported units conducting faculty searches, including providing guidance on processes and coordinating search logistics.

Program & Project Administration:

Coordinates program administration activities for designated cross-functional initiatives across supported units within Academic Affairs. Liaises with participating faculty, staff, and University offices; facilitates required documentation and CORI/SORI screenings; communicates requirements and deadlines; tracks completion and resolves or escalates outstanding items.

Coordinates special projects and operational initiatives for the Provost’s Office Administration & Finance team and supported administrative units as needed. Develops and tracks project plans, timelines, deliverables, and required documentation; coordinates meetings and follow-up; communicates status and outstanding items to stakeholders; and monitors activities through completion.

Coordinates and tracks administrative processes related to grants, internal awards, faculty contracts and agreements, and departmental memoranda of understanding. Prepares, compiles, and maintains supporting documentation; liaises with principal investigators, key personnel, the Office of Research and Engagement, and other University partners; tracks required actions and approvals through completion; and maintains confidential records with a high degree of discretion.

Student Employment & Payroll Administration:

Serves as the primary point of contact for all student employment and payment activities within the Provost’s Office and supported administrative units, including hourly student hiring, employment changes, job postings, scholarships, and stipends. Processes related documentation and provides guidance to students and supervisors regarding requirements, deadlines, and procedures. Collaborates with the Office of Human Resources to facilitate student hiring and employment actions and resolve issues as needed.

Coordinates graduate student appointments across supported administrative units, including processing and tracking teaching and research assistantships, outside fellowships, and internal grants and awards. Collaborates with Five Colleges, Inc. and consortium institutions to manage cross-campus graduate appointments. Works collaboratively with the Graduate School to facilitate appointments and resolve administrative issues and maintains graduate student employment records for the Business Center.

Coordinates payroll, timekeeping, and related departmental onboarding for designated Academic Affairs administrative units, including logistics, equipment coordination, system access, payroll reporting, time entry and corrections, and providing individualized training and support. Collaborates with the Office of Human Resources, supervisors, and employees as needed.

Other Functions

Performs other duties as assigned to meet Department, Academic Affairs, and University goals and objectives.

Maintains accurate, organized, and confidential records in local and university systems and ensures the integrity and appropriate handling of sensitive personal information in accordance with university policies and procedures.

Minimum Qualifications

High School Diploma or equivalent with three (3) years of relevant experience.

Or, an Associate's degree or higher and one (1) year of relevant experience.

Demonstrated ability to independently organize and prioritize work, manage competing priorities, exercise sound judgment, identify and resolve problems, and complete work accurately with attention to detail and follow-through.

Excellent interpersonal skills with the ability to establish and maintain effective working relationships with a diverse population of constituents and ensure collaboration and cooperation across administrative units.

Ability to learn and effectively use administrative, financial, personnel, project management, and other University systems.

Ability to interpret and apply policies, procedures, guidelines, or regulatory requirements in an administrative, operational, personnel, financial, or related environment.

Strong written and verbal communication skills.

Ability to handle sensitive and confidential information with discretion, professionalism, and sound judgment.

Proficiency with Microsoft Office or comparable productivity tools, including spreadsheets, databases, document preparation, and electronic file management.

Experience with project management systems such as Asana.

Preferred Qualifications

Prior experience working in higher education, particularly within academic affairs, central administration, or similar environment.

Experience supporting faculty, student, or staff personnel and administrative processes.

Experience with related University administrative systems.

Additional Details

This position is subject to final budgetary and administrative approval.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday- Friday, 9AM-5PM.

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 is non-unit, it is subject to the terms and conditions of the University of Massachusetts Board of Trustees Non-Unit (Professional/or Classified) Employee Personnel Policy.

Salary Information

Pay Grade: Non-Unit Classified Grade 15

Click here to view the Classified Step Scale

Special Instructions for Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide the contact information for three (3) professional references.  

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.