Administrative Coordinator for Student Affairs

2 weeks ago

Amherst, Massachusetts, United States UMass Amherst Full time

About UMass Amherst

UMass Amherst, recognized as the flagship institution of the Commonwealth, is a prestigious public research university that provides a comprehensive array of undergraduate, graduate, and professional degrees. Nestled within nearly 1,450 acres in the picturesque Pioneer Valley of Western Massachusetts, the University boasts a vibrant cultural atmosphere in a serene environment, conveniently located near major urban areas. Furthermore, UMass Amherst is a member of the Five Colleges consortium, which includes Amherst College, Hampshire College, Mount Holyoke College, and Smith College, enhancing the intellectual vitality of the region.

Position Overview

Reporting directly to the Dean of Students, the Administrative Coordinator for Student Affairs plays a pivotal role in delivering high-level administrative support across a spectrum of intricate and confidential tasks. This position is responsible for overseeing the daily operations of the Dean of Students Office, which encompasses purchasing, financial oversight, workflow management, record-keeping, database administration, equipment oversight, travel coordination, personnel and payroll administration, as well as the planning and execution of events and initiatives.

Key Responsibilities

  • Serve as a representative of the Dean of Students, demonstrating discretion, professionalism, and sound judgment in all interactions. Act as the primary liaison between the Dean and various campus stakeholders, including administrators and student affairs leaders.
  • Provide confidential executive support to the Dean, managing calendar schedules, travel logistics, financial transactions, and drafting both internal and external communications. Triage inquiries and document them in appropriate tracking systems, organize meetings, and prepare materials for presentations.
  • Oversee the daily management of the Dean of Students Office, ensuring compliance with university policies and procedures while serving a diverse population of students, families, faculty, and the public.
  • Manage financial operations related to the Dean of Students, including procurement, travel expenses, and budget reconciliation. Maintain accurate electronic records of financial transactions and generate monthly reports for review.
  • Assist in managing personnel matters in alignment with university policies, including payroll processes and student employment documentation. Coordinate onboarding and off-boarding procedures for staff and student employees.
  • Supervise the Office Assistant and student employees, establishing processes and training to ensure high-quality service delivery.
  • Support leadership processes by scheduling meetings, monitoring project progress, analyzing data, and maintaining records. Facilitate internal and external communications regarding programs and events.
  • Assist in coordinating responses to student death incidents, including communication, information dissemination, and logistical arrangements.
  • Engage in professional development through workshops and training to enhance skills in relevant areas.
  • Represent the Dean of Students Office on university committees and contribute to departmental goals.

Additional Responsibilities

  • Perform related duties as necessary, ensuring compliance with Title IX and Clery Act requirements.
  • Demonstrate a commitment to student engagement and success.
  • Maintain confidentiality and adhere to university policies regarding conflicts of interest.
  • Foster a positive and respectful workplace environment, safeguarding sensitive information.

Qualifications

  • High school diploma required.
  • A minimum of three years of full-time experience in a busy office environment, preferably within a college or university setting.
  • Strong organizational skills with the ability to manage multiple priorities effectively.
  • Experience with calendar management, budget reconciliation, and handling confidential records.
  • Excellent interpersonal skills, capable of building relationships with diverse individuals.
  • Proficiency in Microsoft Office Suite and other relevant software.
  • Strong command of the English language, both written and verbal.

Preferred Qualifications

Familiarity with university systems such as PeopleSoft Finance and HR, and other relevant software.

Work Environment

  • Standard office environment with the ability to lift up to 30 pounds.

Work Schedule

  • Typical hours are Monday through Friday, with occasional evening and weekend commitments for events.

Salary Information

Grade 15

Application Instructions

Interested candidates should submit a resume along with their application. References will be verified during the final selection process.

UMass Amherst is dedicated to equal opportunity and affirmative action, ensuring a diverse and inclusive environment for all individuals.

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