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Administrative Coordinator for Student Engagement
2 months ago
About UMass Amherst
UMass Amherst stands as the flagship institution of the Commonwealth, recognized nationally as a premier public research university. It offers a comprehensive array of undergraduate, graduate, and professional degrees, situated on a picturesque 1,450-acre campus in the scenic Pioneer Valley of Western Massachusetts. The university fosters a vibrant cultural atmosphere, enriched by its proximity to major urban centers and its affiliation with the Five Colleges consortium, which includes notable institutions such as Amherst College, Hampshire College, Mount Holyoke College, and Smith College.
Position Overview
This role operates under the guidance of the Associate Dean of Student Recruitment, Inclusion, and Success, focusing on two primary areas: 1) the Massachusetts Undergraduate Research Conference (MassURC), which involves planning, developing, collaborating, and executing the annual conference that supports the research efforts of over 1,000 students from UMass Amherst and other public higher education institutions in Massachusetts, and 2) Student Success initiatives, which include collaboration and execution of programs aimed at enhancing student success and fostering community within the honors student body.
Key Responsibilities
MassURC Coordination
Event Management
- Establishes connections with 28 campus representatives and other key stakeholders across public higher education institutions in Massachusetts to facilitate the abstract submission and review process for students and their faculty sponsors.
- Oversees the approval and scheduling of over 800 student presentations.
- Acts as the on-site or virtual production manager, collaborating closely with venue personnel, vendors, and the AV team to proactively address any issues that arise during setup and conference activities.
- Determines and implements all logistical aspects of the conference, including venue and equipment rentals, facility requirements, AV needs, and catering arrangements; coordinates with external vendors regarding traditional poster boards and e-poster reservations.
- Manages all conference-related programming, including student presentations, keynote addresses, panel discussions, and special sessions.
- Serves as the primary contact for all speakers, managing their needs such as travel, accommodations, and honoraria.
- Recruits, trains, supervises, and supports the undergraduate student Conference Assistant.
- Facilitates conference meetings, setting agendas and leading discussions with stakeholders, advisory committees, and administrative staff.
- Designs assessment tools, analyzes feedback, and evaluates the success of MassURC, producing executive reports for leadership and stakeholders, including recommendations for program improvements.
- Recruits and collaborates with faculty, staff, and graduate students in the Honors College to assist on the day of the conference, providing clear guidance for their roles.
Communications
- Promotes and publicizes the conference in collaboration with the Director of Communications, including the creation of promotional materials, social media strategies, event app platforms, presenter workshops, and news releases.
- Drafts and disseminates communications to all conference participants, including keynote speakers, state legislators, and university officials, coordinating with the Office of University Relations - Government Relations.
- Plans and coordinates workshops, webinars, and video recordings to support the conference.
Database and Systems Management
- Ensures the effective operation of online databases, event app platforms, and email marketing systems.
- Designs and manages content for web and social media platforms, as well as mobile event applications.
- Monitors the online application and abstract submission processes, addressing inquiries and issues with IT staff and participants.
Budget Management
- Prepares and oversees the conference budget in collaboration with the Director of Administration & Finance.
- Identifies and negotiates contracts with event vendors, including venues, catering services, and printing companies.
- Collaborates with statewide stakeholders to secure sponsorships.
Student Success Initiatives
- Supports diversity, equity, inclusion, and justice initiatives within the Honors College, including the Social Justice and Belonging Collective.
- Assists in coordinating the CHC Thesis Experience, including workshops for honors thesis preparation each semester.
- Collaborates with the Associate Dean to research and analyze student programming needs, focusing on diversity, equity, inclusion, justice, and belonging.
- Organizes and maintains documentation and data to support honors co-curricular programs.
- Provides administrative support to the student program unit, working closely with the Coordinator of Events and Programs.
- Assists with recruitment and informational sessions for new and transfer students, emphasizing inclusion and belonging in line with strategic goals.
- Develops and maintains partnerships and collaborations to enhance Honors Student Success.
Additional Responsibilities
- Coordinates schedules, meetings, and collaborative programs and events as needed.
- Represents MassURC at statewide leadership meetings as required.
- Performs other related duties as assigned.
Minimum Qualifications
- High school diploma or equivalent.
- Two years of experience in event and conference management.
- Two years of office experience.
- Familiarity with computerized databases and web-based applications.
- Strong organizational skills and attention to detail; ability to prioritize tasks in a fast-paced environment.
- Excellent problem-solving and communication skills, both written and verbal.
- Ability to work independently with sound judgment and initiative.
- Proficient in Microsoft Word, Excel, Access, and Adobe Acrobat Pro.
- Ability to handle information and data accurately.
- Capable of working effectively with a diverse population and communicating clearly with various stakeholders.
Preferred Qualifications
- Bachelor's Degree.
- Experience with email marketing systems and graphic design.
Work Environment
Typical office environment.
Work Schedule
Monday to Friday, 8:30 AM to 5 PM, with 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, detailing previous experiences and future goals. References will be checked at the finalist stage, and candidates should be prepared to provide contact information for three professional references.
UMass Amherst is committed to equal opportunity and affirmative action, ensuring that all individuals are treated fairly in employment, academic programs, and services, without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information.
