University of Massachusetts Amherst Hiring for Clerk IV/Department Head Administrative Assistant – Biomedical Engineering at Amherst, MA Full Time

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

Provides high-level administrative support to the Biomedical Engineering Department (BME) and Department Head (DH) within the College of Engineering at UMass Amherst. Uses independent judgment to prioritize projects and accomplish tasks. Coordinates and maintains faculty personnel actions including searches, annual reviews, tenure/promotion reviews, and reappointments. Creates and maintains office management systems for department operation to ensure consistent and transparent records for the organization of Head office. Serves are the primary point of contact for all incoming requests and provides exceptional customer service to colleagues, faculty, students, and non-UMass customers, vendors, sponsors, etc., with a collaborative spirit, collegiality, and friendliness. Assists with routine financial transactions such as reimbursements, bank card reallocations/archiving, and procurement.

Essential Functions

Administrative Assistant to Department Head:
Coordinates department head (DH) and department calendar using Outlook, Google, and university calendar. Uses Doodle and other meeting management software to coordinate accuracy of attendees.

Serves as primary point of contact (as necessary) for BME and department head communication including in-person, telephone and online. Provides consistent, high-quality customer service to colleagues, faculty, and students in the department and across campus as well as UMass visitors, vendors, contractors, etc.

Assists the Department Head in various responsibilities and assignments, including routine clerical work. Prepares travel and business expense reimbursements for Department Head.

Coordinates and/or assists with department events including preparing materials, greeting visitors, creating name tags, managing catering, scheduling rooms, arranging for visitor travel and accommodations, etc.

Prepares meeting materials (including PowerPoint or other presentation software).

Compiles and edits major department documents, including accreditation materials.

Uses a variety of software including; MS Word, Excel, Access, OneDrive, Teams, etc., to draft, create and generate materials, memos, and reports.

Creates and maintains databases as required including faculty statistics and personnel actions, compiling statistical data for surveys, and in-house reports.

Performs general office support as needed, e.g., ordering and maintaining supply inventory; photocopying/scanning; sending/accepting faxes; preparation and cleanup for regular meetings and special events, maintains staff breakroom, organizes files and supply closet.

Oversees daily Department mail distribution and courier services

Provides office coverage, opens and/or closes the office daily.

Maintains confidentiality of sensitive materials and information.

Faculty Administrative Processes

Coordinates university calendar guidelines and deadlines related to promotion and tenure. Requires exceptional organizational skills and a thorough knowledge of appointment cycles to guide DH, faculty, Personnel Committee, Administrative Officer in meeting hard deadlines and package preparation requirements for College of Engineering Dean’s office.

Supports and implements tenure process (supports faculty member in preparing their package for APWS; advises faculty member of guidelines and deadlines; coordinates external reviewer solicitation; compiles external reviewer biographical information on APWS; assists faculty member in ensuring their package is complete by coordinating SRTIs and AFRs; assists head in editing/proofreading memos; monitors deadlines and uploads all necessary information to APWS before deadline.)

Supports and implements mini-tenure process. Assists in preparation of package; coordinates correspondence; advises DH and faculty of guidelines and deadlines; assists DH in editing/proofreading memos; monitors deadlines and uploads all necessary information to APWS before deadline.

Supports and implements promotion and Post Mid-Year Review (PMYR) process. Advise faculty of guidelines and deadlines; assists in solicitation of external reviews; compiles faculty evaluations and annual faculty reports; monitor deadlines; edits and proofreads all DH memos; ensures all necessary information is uploaded to APWS before deadline.

Coordinates Annual Faculty Report process.

Tracks appointment/reappointment tenure track deadline dates and advise DH and Department Personnel Committee of related processes and procedures.

Supports Department Personnel Committee

Search Process

Prepares requisition and tracks applicant data in HR system Page up.

Using Page up, disseminates information required by Search Committee.

Organizes, coordinates, and implements email correspondence and zoom interviews between Search Committee and candidates.

Prepares detailed itineraries for candidates, including organizing seminars and coordinating 1:1 or group meetings between candidate and faculty.

Assists with travel arrangements for candidates.

Manages correspondence (applicant and references) on candidates.

Supports Departmental Search Committees.

Procurement

Understands, interprets, and implements university accounting and procurement procedures, processes, and requirements.

Uses the various university systems to assist with purchasing through BuyWays, bank cards, and expense reimbursements including travel. May help faculty, staff, and students understand and use the university systems.

Provides assistance in a responsive and timely manner.

Other Functions

Performs other duties as assigned.

Maintains and develops skills, abilities, and knowledge of policies and procedures by attending meetings, trainings, and workshops.

Holds signature delegation and authority for department faculty.

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

Committed to the ideas and implementation of Diversity, Equity, and Inclusion.

3 years of experience in an office environment.

Ability to make sound and mature decisions, to carry out assignments in an organized and timely manner, balancing the demands of concurrent and potentially competing projects.

Willingness and ability to quickly learn University administrative requirements, policies, and procedures. Ability to make decisions in accordance with the above and apply them appropriately.

Excellent computer skills including email, word processing, spreadsheets, databases, and other applications such as Teams and OneDrive. Ability to learn new computer software and applications with minimal formal instruction.

Ability to communicate effectively including strong writing and editing skills.

Ability to work independently on ongoing tasks and projects, seek out training in new policies/procedures along with new responsibilities, and work effectively on critical projects under considerable time pressure.

Ability to work in a courteous, collaborative, and collegial manner with faculty, other staff, students, international scholars, and visitors with diverse backgrounds and training.

Ability to understand and follow complex oral and written instructions.

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

Associates Degree.

Knowledge of university information management systems, e.g., SPIRE, People Soft, BuyWays, Summit, APWS, Page Up.

Experience working with faculty and faculty personnel actions.

Physical Demands/Working Conditions

Typical Office Environment

Work Schedule

M-F 8:30 am – 5 pm, 37.5 hours per week

Salary Information

Grade 13

Special Instructions to Applicants

Search will remain open until a suitable candidate pool has been identified.

To apply, please provide a cover letter and resume (together in one document). Three professional references will be requested for the final candidate.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information 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.

Advertised: Oct 28 2021 Eastern Daylight Time

Applications close: