Departmental Assistant/Administrative Support

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

Provides administrative and logistical support to the Associate Deans (ADs) and to the Executive Assistant (EA) to the Dean of the College of Humanities and Fine Arts.

Essential Functions

• Event Planning and Management: Plan, organize, and execute HFA meetings and events including but not limited to:

• Researching and reserving on-campus and off-campus venues for events.
• Creating invitations and monitoring RSVPs using an online system.
• Ordering food from on-campus and off-campus vendors and arranging for delivery.
• Physical set up of meeting spaces including technological needs, equipment, food, and setup.
• Organizing arrangements for guest visitors and speakers including hotel and travel arrangements and special requests.
• Post event maintenance of meeting spaces and returning rooms to pre-event condition.

• Providing in-person front office support to the Dean's Office Suite including welcoming guests, answering the main office phone, and providing back-up to managing the Dean's calendar when the EA is out of the office. Ensure a welcoming environment by keeping common spaces neat and organized.
• Provides general office support to the ADs and EA such as distributing mail, running on campus errands, ordering supplies, making parking arrangements for guests, communication preparation, and photocopying.
• Responsible for scheduling and booking South College conference rooms (E501 Tower Room, W471 Conference Room) and public spaces (E420 Commons, W360 West Commons, W299C West Corridor, E399F Lobby). Responds to requests for reservations, distributes policies to meeting requestors, including Indoor Support Request instructions, organizes electronic access to rooms, and performs post-meeting assessment of space to ensure compliance with College's policies.

Other Functions

• Performs other related duties as assigned or required to meet the College's and University's goals and mission.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• High school diploma or equivalent.
• At least two (2) years general office experience.
• Demonstrated event planning/hosting experience.
• Demonstrated intermediate level experience with Microsoft Office Suite products (Word, Excel, PowerPoint etc.)
• Excellent customer service, communication, and phone etiquette skills.
• Superior attention to detail and ability to multi-task in a fast-paced professional office environment.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Experience providing administrative support in higher education.
• Knowledge of UMass campus systems.
• Working knowledge of Microsoft Teams.

Physical Demands/Working Conditions

• Typical office environment. Must be able to lift 20 pounds and be able to set up a meeting room by moving tables, chairs etc.

Additional Details

• Position reports to the Executive Assistant to the Dean who will manage workflow. This position is expected to be onsite and in-person.

Work Schedule

• Monday through Friday 8:00 am to 5:00 pm (one-hour unpaid lunch, 40 hours per week).
• This is a temporary, non-benefited position.

Salary Information

• $20-$24/hour.

Special Instructions to Applicants

Please submit application, cover letter, resume and contact information for three professional references who may be contacted.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.