Clerk IV - Administrative Assistant

Apply now (https://secure.dc4.pageuppeople.com/apply/822/gateway/default.aspx?c=apply&lJobID=524066&lJobSourceTypeID=801&sLanguage=en-us) Job no: 524066

Work type: Staff Full Time

Location: UMass Amherst

Department:Center for Agriculture

Union:USA/MTA

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

Provide administrative support to the administrative team of the Center for Agriculture, Food, and the Environment (CAFE), including director/assistant vice chancellor for agricultural research and engagement, associate director, assistant directors, IT, web and communications staff. Maintain functionality of office and all office systems, equipment, and supplies.

Essential Functions

• Interact with campus offices and public agencies to maintain familiarity with policies, procedures, systems, and other information. Maintain in-depth familiarity with campus IT systems used for travel management, purchasing, and grant management. Serve as NetCom representative for all of CAFE and its units, providing consistent interface with UMass IT on telephone and data line management. Act as a resource to CAFE staff and units, providing clarification on policies, procedures, and systems.

• Organize administrative office operations and procedures. Review office operating expenses and oversee administrative accounts. Support CAFE facilities operations, manage room availability, maintain Tririga space inventory of all space assigned to CAFE and its units on- and off-campus.

• Greet in-person visitors to CAFE administrative offices and direct as appropriate. Organize materials for meetings, reserve meeting rooms, coordinate and schedule participation. Respond to public inquiries through telephone and email about wide variety of topics, usually related to the areas in which CAFE works. Research appropriate responses and refer questions to CAFE faculty and staff. Log all public inquiries and responses.

• Answer, screen and respond to Assistant Vice Chancellor/Director's phone calls, emails and postal mail. Schedule, organize and maintain Assistant Vice Chancellor/Director's electronic appointment calendar, travel, and special programs. Prepare, draft, edit and/or proof correspondence or other written documents on behalf of the CAFE administrative team. Handle confidential information and inquiries as appropriate, organize and maintain confidential files and other official business.

• Coordinate administrative support for Center personnel performance reviews and contribute to onboarding of new hires. Act as administrative support to searches and other human resource initiatives within CAFE and its units, providing support to the Center Director/Assistant Vice Chancellor, Associate and Assistant Directors to coordinate and manage requests for off-cycle reviews, new position descriptions and searches. Provide confidential support to search committees/panels and hiring authorities. Prepare requisition materials, maintain search documentation, communicate with applicants, provide materials to search committees/panels, and work within applicant tracking system.

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 or equivalent.

• Three years of administrative experience with demonstrated knowledge of office practices, procedures and systems.

• Demonstrated experience organizing complex meetings, calendars and travel arrangements.

• Excellent computer skills, including Microsoft Office suite.

• Ability to work independently to organize multiple tasks and set priorities for action, take initiative, be creative, 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.

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

• Associate’s degree in communications, education, business administration, or other field related to organizational administration.

• Knowledge of and experience in higher education working environments.

• Previous experience working in customer service.

Physical Demands/Working Conditions

• Typical office environment.

• Requires the ability to carry, stand, bend, sit, lift, and perform repetitive movements.

Work Schedule

• Monday – Friday, 8:30am – 5:00pm.

• Required to work some evenings and weekends.

Salary Information

Grade 13.

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.

As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations.http://www.cns.umass.edu/diversity-equity-inclusion.

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 15 2024 Eastern Daylight Time

Applications close: Oct 15 2024 Eastern Daylight Time