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Administrative Support Specialist

2 months ago

Amherst, Massachusetts, United States UMASS AMHERST Full time

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 programs. Nestled within nearly 1,450 acres in the picturesque Pioneer Valley of Western Massachusetts, the University fosters a vibrant cultural atmosphere in a serene environment, conveniently located near major urban centers. Additionally, UMass Amherst is part of the Five Colleges consortium, which enhances the intellectual dynamism 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 refreshment orders, and monitor registration and attendance.
  • Provide on-site support for events, including room preparation and attendee check-in, with approximately 8-10 workshops scheduled throughout the year.
  • Update and maintain program websites, ensuring timely posting of news articles and upcoming events.
  • Keep precise records and documentation.
  • Adhere to UMass purchasing and contract protocols, supplying all necessary documentation to the Grant Administrator while maintaining detailed records.

Additional Duties

  • Carry out other responsibilities as assigned.

Minimum Qualifications

  • At least one year of experience in an office setting.
  • Exceptional organizational and problem-solving abilities, with a flexible approach to work and minimal supervision.
  • Strong interpersonal and communication skills, with a proven track record of collaborative teamwork.
  • Experience in managing administrative functions, scheduling, and overseeing multiple projects in a fast-paced office environment.
  • Ability to engage effectively with diverse groups, including faculty, staff, students, and external partners.
  • Experience in planning and executing events, including large meetings and travel arrangements.
  • Proficiency in drafting, proofreading, and editing documents, with a keen attention to detail and strong writing skills.
  • Basic computer proficiency (Outlook, MS Office, Zoom) and 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

  • Average of 5 hours per week, with flexibility based on event needs.
  • Approximately 50% of work can be performed remotely.
  • This is a temporary, hourly position.

Compensation

  • Hourly wage ranges from $20 to $25, commensurate with experience.

Additional Information

  • This position is temporary and does not include benefits.

Application Instructions

Please upload your resume along with your completed application.

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