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Administrative Assistant

2 months ago

Amherst, Massachusetts, United States UMass Amherst Full time
About UMass Amherst

UMass Amherst is a leading public research university offering a wide range of undergraduate, graduate, and professional degrees. Located in the scenic Pioneer Valley of Western Massachusetts, the university provides a rich cultural environment in a picturesque setting close to major urban centers.

Job Summary

This role provides administrative support to the Department of Women, Gender, and Sexuality Studies, serving as the primary point of contact for the Chair and administrative staff. Key responsibilities include personnel management, financial management, scheduling, event planning, and academic support.

Key Responsibilities
  • Manage faculty personnel actions, including tenure and promotion cases, annual reports, and sabbatical leave requests.
  • Coordinate campus visits for finalists, organize itineraries, and process travel-related expenses.
  • Manage the hiring, supervision, and payroll for student workers.
  • Coordinate with the Chair on budgetary planning and advise on instructional and equipment expenditures.
  • Act as a liaison with the HFA Business Office and other departments to ensure correct processing of expenditures and reimbursements.
  • Prepare basic schedules for forthcoming semesters, solicit and compile scheduling information from faculty, and revise schedules in consultation with the Chair.
  • Enter course information into SPIRE via CAPS, including processing changes to enrollment capacity, cross-listing, and final exams.
  • Collaborate with the Chair to assign departmental TA allocations and assist in TA recruitment, hiring, and communication.
  • Plan and coordinate departmental events, including logistics, catering, travel arrangements, publicity materials, and space reservations.
  • Manage departmental list-serv and create general event announcements.
  • Serve as Facilities Coordinator, scheduling rooms, inventorying equipment, and submitting requests for work orders.
  • Work with College IT personnel on technology troubleshooting and hardware issues.
  • Compile lists of department courses, process student overrides and independent study requests, and support faculty with outreach and communication.
Requirements
  • High School Diploma or equivalent.
  • At least three years of general office experience, with an Associate's degree or higher substituting for one year of experience.
  • Past budget management or bookkeeping experience.
  • Ability to work independently and as part of a team, with strong interpersonal and organizational skills.
  • Demonstrated strength in time management and ability to handle confidential information.
Work Schedule

Monday - Friday, 37.5 hours a week, with some weekend or evening work possible. This position has the opportunity for a hybrid work schedule.

Salary Information

USA/MTA Grade 15.