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Administrative Coordinator for Student Success and Events

2 months ago

Amherst, Virginia, United States University of Massachusetts Full time
Position Overview

Job Title: Clerk V (MassURC Conference Coordinator & Student Success Assistant)
Work Type: Full-Time Staff
Department: Commonwealth Honors College
Pay Grade: 15

About the University of Massachusetts

The University of Massachusetts is a premier public research institution, recognized nationally for its comprehensive educational offerings. Nestled in a picturesque setting, the campus spans nearly 1,450 acres and fosters a vibrant cultural atmosphere, complemented by its affiliation with the Five Colleges consortium.

Role Summary

This role, reporting to the Associate Dean of Student Recruitment, Inclusion, and Success, encompasses two primary responsibilities: 1) overseeing the Massachusetts Undergraduate Research Conference (MassURC), which involves planning, collaboration, and execution of an annual event that showcases the research of over 1,000 students from UMass Amherst and other public higher education institutions in Massachusetts, and 2) supporting student success initiatives aimed at enhancing community engagement among honors students.

Key Responsibilities

MassURC Coordination
  • Facilitates communication with 28 campus representatives and key stakeholders across public higher education institutions in Massachusetts to streamline the abstract submission and review process.
  • Manages the scheduling and approval of over 800 student presentations.
  • Acts as the production manager for the event, collaborating with venue staff, vendors, and technical teams to address any issues that arise during setup and event execution.
  • Oversees all logistical aspects of the conference, including venue selection, equipment rentals, AV needs, and catering arrangements.
  • Coordinates all conference programming, including student presentations, keynote addresses, and panel discussions.
  • Serves as the primary contact for speakers, managing their travel, accommodations, and honoraria.
  • Recruits, trains, and supervises undergraduate Conference Assistants.
  • Facilitates meetings with stakeholders and administrative staff to set agendas and discuss conference planning.
  • Designs assessment tools to evaluate the success of the MassURC, producing reports with recommendations for future improvements.
  • Collaborates with faculty and graduate students to ensure effective support during the conference.
Communications
  • Develops promotional materials for the conference in partnership with the Director of Communications, including social media strategies and event signage.
  • Creates and distributes communications to all conference participants, including keynote speakers and university officials.
  • Plans and coordinates workshops and webinars for presenters.
Database and Systems Management
  • Ensures the functionality of online databases and event management systems.
  • Manages content for web and social media platforms related to the conference.
  • Monitors the abstract submission process and collaborates with IT staff to resolve any technical issues.
Budget Management
  • Prepares and oversees the conference budget in collaboration with the Director of Administration & Finance.
  • Negotiates contracts with vendors for various conference services.
  • Engages with stakeholders to secure sponsorships for the event.
Student Success Initiatives
  • Supports initiatives focused on diversity, equity, inclusion, and justice within the Honors College.
  • Assists in coordinating thesis workshops and related activities to promote student success.
  • Conducts research on student programming needs, emphasizing DEIJ principles.
  • Maintains documentation and data supporting honors program initiatives.
  • Provides administrative support to the student program unit.
  • Facilitates recruitment sessions for new and transfer students, focusing on inclusion.
  • Develops partnerships to enhance best practices in honors student success.
Additional Responsibilities
  • Coordinates schedules and meetings for collaborative programs and events.
  • Represents the MassURC at leadership meetings as needed.
  • Performs other related duties as assigned.
Qualifications
  • High school diploma or equivalent.
  • Two years of experience in event management or conference coordination.
  • Two years of office experience.
  • Familiarity with computerized databases and web applications.
  • Strong organizational skills and attention to detail.
  • Excellent problem-solving and communication skills.
  • Ability to work independently and exercise sound judgment.
  • Proficient in Microsoft Office Suite and Adobe Acrobat Pro.
  • Ability to engage effectively with a diverse population.
Preferred Qualifications
  • Bachelor's Degree.
  • Experience with email marketing and graphic design.
Work Environment

Typical office setting with a Monday to Friday schedule, including occasional evenings or weekends.

Salary Information

Grade 15

Application Instructions

Applicants should submit a cover letter, resume, and a Statement of Contribution to Diversity, Equity, and Inclusion. References will be requested at the finalist stage.