Title: Office Manager

Executive Area: Academic Affairs

College/School/MBU: Public Health/ Health Sciences

Department: Dean - Pub Health & Health Sci

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

Job Summary

The Department Administrator provides operational leadership for all administrative, financial, and academic functions within the department. Serving as a key partner to the Department Chair and faculty, this role oversees, academic administration, supports financial management, faculty recruitment, facilities operations, and departmental initiatives. The position ensures compliance with university policies and regulatory requirements while supporting undergraduate and graduate academic programs, coordinating student services, managing departmental resources, and facilitating communication and collaboration across university offices. This role also directs special projects, supports accreditation and reporting efforts, oversees international scholar and student processes, and promotes the effective and efficient operation of the department in support of its educational, research, and strategic objectives.

Essential Functions

Manage all departmental administrative and operational functions, providing high-level support to the Department Chair and faculty in areas including but not limited to teaching assignments, faculty affairs, curriculum coordination, communications, special projects, strategic initiatives, and departmental events.

Liaisons with OHR to provide information for faculty and staff personnel processes, including but not limited to appointments, contracts, payroll and timekeeping, promotion and tenure reviews, annual evaluations, leaves, course buyouts, and other academic personnel actions in collaboration with school and university offices.

Manage faculty search processes, including preparing position descriptions, coordinating interviews and candidate travel, collaborating with AHR, ensuring compliance with institutional and regulatory requirements, overseeing search-related financial activities, and assisting with faculty onboarding.

Administer departmental financial operations, including budget monitoring, financial reporting, procurement, travel and expense reimbursement, accounts payable and receivable, research and instructional funds management, and financial support for faculty and departmental activities.

Oversee departmental facilities and space management by serving as the primary liaison for building operations, maintenance, safety, emergency preparedness, room scheduling, renovations, space allocation, and related planning and reporting activities.

Direct academic administration and student services for undergraduate and graduate programs, including management of student, curriculum, course, and academic records; course scheduling; academic transactions; degree progress and milestone tracking; scholarship and fellowship administration; student employment; and compliance with university academic policies and procedures.

Coordinate graduate education and academic program support activities, including examinations, thesis and dissertation defenses, accreditation efforts, reporting requirements, student evaluations, and collaboration with academic leadership, the Graduate School, and other university partners.

Provide administrative oversight for international scholar and student processes, including immigration and J-1 visa documentation, and serve as a liaison with university offices to ensure compliance with applicable regulations and policies.

Other Functions

Perform related duties as assigned or required to meet departmental, school, or university goals and objectives.

Minimum Qualifications

Bachelor's degree and two (2) years of experience in a related field.

Experience developing and managing budgets.

Strong interpersonal and relationship-building skills with a diverse population of staff, faculty, and students.

Strong attention to detail, accuracy, and oral and written communication skills.

Ability to interpret and apply policies and procedures.

Strong organizational skills with the ability to effectively prioritize tasks, manage multiple projects, track progress, and maintain accurate records.

Strong computer skills with intermediate proficiency with Microsoft Office Suite.

Ability to exercise sound judgment, make effective decisions, manage confidential information, and maintain a positive work environment.

Demonstrated initiative in providing timely support, working independently, and identifying appropriate resources to resolve issues.

Ability to train and supervise student employees.

Preferred Qualifications

Experience working with UMass administrative and academic policies and procedures.

Experience using SPIRE, PeopleSoft, Summit, Concur, and/or BuyWays.

Master's degree in Business, Social Sciences, Public Policy or a related field.

Previous supervisory experience.

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 through Friday

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

Pay Grade: PSSAP Grade 25

Click here to view the Professional Staff Hiring Ranges

Special Instructions for 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.

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.