Job Information
University of Massachusetts Amherst Clerk V (Administrative Support Specialist) in Amherst, Massachusetts
Clerk V (Administrative Support Specialist)
Apply now (https://secure.dc4.pageuppeople.com/apply/822/gateway/default.aspx?c=apply&lJobID=524158&lJobSourceTypeID=801&sLanguage=en-us) Job no: 524158
Work type: Staff Full Time
Location: UMass Amherst
Department:Executive Office
Union:Non-Unit Non-Exempt
Categories: Administrative & Office Support
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
Under the direction of the Executive Director (ED) for Facilities Management, the Administrative Services Manager is responsible for the overall organization of the administrative operations for Facilities Management (FM) within Facilities & Campus Services (F&CS). They provide a full range of administrative support and special project management for the benefit of F&CS staff.
Essential Functions
Manages day-to-day administrative operations for Facilities Management.
Serves as the Executive Director’s principal aide and primary liaison for departmental operations that report to the ED; provides support to the Director of Human Resources, Utilities, and Custodial Departments; maintains calendars; plans and schedules meetings; coordinates communications; and manages distribution of F&CS wide information.
Prepares memos, letters, and other communications for F&CS administrative areas; assists the ED with preparation for meetings including preparing briefings, documents, presentation materials, etc.
Manages follow-through on critical action items ensuring all F&CS ED projects are executed within project timeframe and scope; Oversees/manages ad-hoc strategic projects and special initiatives that do not have department owners and require cross-functional coordination.
Develops, arranges, and carries out plans for events for F&CS staff. Determines logistical requirements and coordinates arrangements for AV, catering, rentals, licenses, permits, and contracts, as needed. Works closely with off-campus vendors to ensure adherence to contractual agreements.
Assists ED and Director of HR with onboarding (including ordering computer equipment, software and internet access), documentation, searches and off-boarding for FM staff; assists FM in maintaining confidential files.
Acts as recorder for Facilities Management, Grounds, Custodial, Utilities and Central Heating meetings as assigned.
Manages servicing of office equipment; ensures adequate office supplies.; maintains AV, IT, and computer equipment; coordinates assistance from AFIT as needed.
Supervises Clerk function at the reception desk of the Physical Plant building.
Other Functions
Contributes toward a positive and respectful workplace with personal and professional competence, integrity, and collaboration.
Understands and contributes to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful and inclusive environment that is supportive of diversity.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
High school diploma with five (5) years’ experience in HR or related administrative field.
Ability to write clearly and concisely.
Strong organizational skills and attention to detail.
High level of discretion, tact, and professionalism; capable of maintaining confidentiality.
Excellent computer skills including at least intermediate expertise with:
Calendar systems.
Word processing software such as Microsoft Word or Google Docs.
Spreadsheets such as Microsoft Excel or Google Sheets.
Microsoft PowerPoint.
MS Teams.
Physical Demands/Working Conditions
- Typical office environment.
Work Schedule
- Monday - Friday, 8:00am - 4:30pm.
Salary Information
- Grade 15
Special Instructions to 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.
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.
Advertised: Jul 10 2024 Eastern Daylight Time
Applications close: Oct 10 2024 Eastern Daylight Time
