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 support for the UMass Extension Nutrition Education Program field office in Malden, MA. Duties include: develop and maintain office procedures and records, coordinate essential services and equipment for the office, provide bookkeeping services (including purchase requests and travel vouchers), monitor budgets and expenditures, report time and attendance, prepare memos, correspondence, and handouts.

Essential Functions

• Develop and maintain efficient office and organizational procedures and mechanisms. Organize, maintain, and update office files.
• Coordinate and assure essential services and equipment for the office which may include: utilities, trash removal, snow removal, cleaning service, computers, printers, copier, fax machine, etc.
• Maintain inventory file of all equipment, office supplies, educational resources, reporting forms, and outreach materials. Replenish supplies of these items on a regular basis. Provide inventory reports as needed.
• Provide bookkeeping services for assigned accounts. Maintain and update assigned budgets and expenditures by using electronic spreadsheets and databases. Generate budget and expenditure reports as needed.
• Prepare purchase requests. Type and process travel vouchers. Prepare standard forms in compliance with University and NEP field office procedures.
• Report time and attendance as per University and NEP field office procedures.
• Manage and update nutrition and publications resource files.
• Prepare memos and correspondence from verbal directives. Maintain confidentiality in correspondence when appropriate.
• Develop computer generated materials and handouts together with education staff and help prepare programs as appropriate. Oversee compliance with University policies on handout development (quality, logo, required nondiscrimination and credit statements) for NEP field office.
• Answer telephone, greet visitors, and respond to routine questions and requests for information. Represent UMass Extension and NEP in a positive and professional manner to support contacts and ties with collaborators and other organizations.
• Attend UMass trainings and meetings as necessary to update knowledge of procurement and travel policies and procedures.
• Participate in regular staff meetings.
• Work actively to ensure that all activities are conducted in compliance with federal, state, and University Affirmative Action policies.
• Perform other related duties as assigned.

Other Functions

• Work collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness.
• Work in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities.
• Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.

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

• High school diploma and two (2) to three (3) years of experience in an office setting.
• Successful completion of Criminal Offender Record Information (CORI) background check.
• Experience in word processing, database management, and electronic mail required.
• Ability to fluently speak, understand, write, and read English required.
• Thorough knowledge of office management principles and practices including proficiency in word processing, spreadsheet creation and maintenance, desktop publishing, database software, electronic mail systems and the Web.
• Ability to organize complex tasks and prioritize work in a busy environment to meet deadlines.
• Excellent interpersonal skills and oral and written communication skills, including ability to communicate effectively with diverse individuals and groups.
• Ability to work with a diverse team of co-workers in performing a variety of functions within a cooperative atmosphere.
• Knowledge of basic office equipment - copier, phone systems, postal meter, fax machine, etc.
• Strong confidentiality skills.
• Ability to travel to meetings and trainings.
• Ability to work independently to organize multiple tasks and set priorities for action, take initiative, and operate with self-direction in a fast-paced office environment.
• Excellent interpersonal skills and ability to interact effectively and work productively in establishing and maintaining harmonious working relationships with a diverse population of faculty, staff and students.
• Ability to organize and prioritize goals; ability to collaborate well to formulate plans and objectives in accordance with overall college goals; ability to identify and implement process improvements.
• Ability to manage multiple projects simultaneously and to set and meet deadlines while maintaining high standards of accuracy and quality.

Physical Demands/Working Conditions

Light lifting of office/teaching supplies.

Work Schedule

• 24 hours per week, scheduled Monday through Friday, 8:00am to 5:00pm. Precise schedule TBD with supervisor.
• 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 University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement, therefore.

Salary Information

Grade 11

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.

At UMass Amherst and in CNS, we strive to be a community where every individual feels a sense of belonging, where every individual is included, and where every individual is valued. You can find these values and goals here (https://www.umass.edu/strategicplan/strategic-plan).

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.