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Administrative Support Specialist
2 months ago
About UMass Amherst
UMass Amherst is a leading public research institution, recognized nationally for its comprehensive range of undergraduate, graduate, and professional programs. Nestled in the picturesque Pioneer Valley of Western Massachusetts, the University boasts a vibrant cultural atmosphere within a serene landscape, conveniently located near major urban areas. Additionally, UMass Amherst is part of the Five Colleges consortium, which enhances the intellectual vibrancy of the region.
Position Overview
The Administrative Support Specialist will play a crucial role in assisting the Energy Transition Institute by managing professional training sessions, events, and various administrative tasks.
Key Responsibilities
- Facilitate event organization: Collaborate with venues, coordinate speaker arrangements, manage catering orders, and oversee registration and attendance tracking.
- Provide on-site support for events, including setup and attendee management, primarily in Norwood, MA. This role encompasses approximately 8-10 workshops annually, typically scheduled on weekdays between 8 AM and 4:30 PM, with occasional events at the UMass Amherst campus.
- Update and maintain program websites, ensuring timely posting of news and upcoming events.
- Keep precise records and documentation.
- Adhere to UMass purchasing and contract protocols, supplying necessary documentation to the Grant Administrator while maintaining detailed records.
Additional Duties
- Carry out other responsibilities as assigned.
Required Qualifications
- At least one year of experience in an office environment.
- Exceptional organizational and problem-solving abilities, demonstrating flexibility and the capacity to work independently.
- Strong interpersonal and communication skills, with a proven track record of collaborative work.
- Experience in managing administrative functions, scheduling, and overseeing multiple projects in a fast-paced office setting.
- Ability to engage effectively with diverse groups, including faculty, staff, students, and external partners in an inclusive atmosphere.
- Proven experience in planning and executing events, including large meetings and travel arrangements.
- Strong writing skills with experience in drafting, proofreading, and editing documents, along with a keen attention to detail.
- Basic proficiency in computer applications (Outlook, MS Office, Zoom) and a willingness to learn new tools such as Squarespace and Eventbrite.
Preferred Qualifications
- Familiarity with university information systems (e.g., Buyways, Summit, and Concur).
Work Schedule
- Approximately 5 hours per week, with flexibility ranging from 1 to 16 hours based on event needs.
- Flexible work hours, aside from event staffing requirements.
- About 50% of the work can be performed remotely.
- This is a temporary, hourly position.
Compensation
- Hourly wage of $20-25, commensurate with experience.
Additional Information
- This is a temporary, non-benefitted position lasting six months.
Application Instructions
Please upload your resume along with your completed application.
UMass Amherst is dedicated to maintaining a policy of equal opportunity, ensuring that all individuals are treated fairly without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related conditions, veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyles, and any other class of individuals protected from discrimination. The University is committed to affirmative action to eliminate barriers and enhance opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans.
