Title: Administrative Secretary I

Executive Area: Student Affairs & Campus Life

College/School/MBU: Campus Life & Wellbeing

Department: Wellness Administration

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Onsite

Job Summary

The Administrative Secretary I provides executive-level administrative and operational support for Campus Life and Wellbeing (CLAW). The position serves as a key coordinator for the University Wellbeing Strategic Plan and the CLAW Collaborative, managing complex schedules, coordinating meetings and projects, facilitating communication among campus partners, preparing administrative and strategic planning materials, and supporting the daily operations of the Office of Campus Life and Wellbeing. The incumbent exercises a high degree of discretion, professionalism, independent judgment, and confidentiality while working with senior leaders, faculty, staff, students, and external stakeholders across the university.

Essential Functions

Manages the day-to-day schedule, priorities, and briefing materials for the AVC. Maintains a complex calendar, schedules recurring meetings and strategic planning activities, coordinates responses to university events and requests, and ensures leadership is informed of upcoming commitments, deadlines, and departmental priorities.

Provides executive-level administrative support for Campus Life and Wellbeing, including travel arrangements, procurement and purchasing activities, corporate card reconciliation, report preparation, meeting coordination, and other administrative functions necessary to support divisional and university initiatives.

Proactively anticipates the needs of the AVC and the department, identifying priorities and addressing needs before they arise. Serves as a primary point of contact for the office, responding to inquiries, managing correspondence, and processing incoming communications.

Coordinates implementation of the University’s Wellbeing Strategic Plan by monitoring strategic initiatives, tracking milestones and deliverables, maintaining project documentation, and facilitating communication and collaboration among campus partners and key stakeholders

Coordinates administrative and logistical functions to support to the CLAW Collaborative and related committees, task forces, advisory groups, and working groups. Coordinates meeting schedules, develops agendas in collaboration with leadership, prepares and distributes meeting materials, records and disseminates minutes, and tracks follow-up activities.

Serves as the primary coordinator for documents, reports, agreements, presentations, and other materials requiring review, approval, or signature from the AVC.

Oversees records and document management, ensuring accurate organization, appropriate confidentiality, data security, and compliance with university policies, while drafting, editing, and coordinating correspondence, reports, presentations, meeting summaries, and communications on behalf of the AVC and Campus Life and Wellbeing initiatives.

Provides technical and administrative support for in-person, hybrid, and virtual meetings, including Zoom, Microsoft Teams, WebEx, and other collaboration platforms. Assists with presentation preparation, meeting technology, and related communications.

Partners with senior leadership, academic and administrative units, student affairs departments, campus wellbeing partners, and external stakeholders to coordinate high-level meetings, events, and strategic initiatives that advance institutional priorities and campus wellbeing goals.

Assists with budgetary and administrative processes, including reconciliation of accounts, procurement documentation, expenditure tracking, and preparation of routine administrative reports.

Maintains time and labor records for designated Campus Life and Wellbeing staff and assists with payroll-related transactions, approvals, and reporting in accordance with university and collective bargaining requirements.

Exercises sound judgment, discretion, tact, and professionalism in all interactions with students, families, faculty, staff, administrators, and external constituents. Handles highly sensitive and confidential information with the utmost integrity and confidentiality.

Performs other duties as assigned in support of the mission, goals, and strategic priorities of Campus Life and Wellbeing, Student Affairs and Campus Life, and the University.

Other Functions

Performs related duties, as assigned, or required. Understands responsibilities with respect to Title IX, Clery, and other compliance requirements.

Demonstrates capacity, skill, and willingness to engage students, and contribute to student success.

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. Uses access to sensitive and/or not yet public University related information only in the performance of responsibilities of position and exercises care to prevent unnecessary disclosure to others.

Minimum Qualifications

High School diploma. 

Four (4) or more years of administrative office or related experience. An Associate’s or higher degree may be substituted for two (2) years of the required experience.

Previous customer service experience.

Superior customer service skills.

Superior interpersonal skills and ability to effectively engage persons of diverse backgrounds and identities.

Highly cultivated active listening skills.

Strong organization skills and ability to manage multiple tasks simultaneously.

Fundamental understanding of confidentiality and decorum essential in professional settings.

Ability to maintain poise in stressful situations.

Proficient in use of Microsoft office suite software tools.

Preferred Qualifications

Associate’s degree (in Business or related field).

Previous experience attending and/or working on a college campus.

Knowledge and proficiency in using the finance module for PeopleSoft and Summit Reports. 

Knowledge of typical university governance, organization structures, departments, systems, policies, and procedures.

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; 8:30am - 5:00pm

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 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.