UMCS Operations Support

Primary Work Location (City/State/Home): Tower Square, 1500 Main St, Springfield, MA 01115 Normal Work Schedule: Part-time hourly work schedule, approximately 25 hours per week, consisting primarily of week days but could include some weekend hours depending on the demands of the Center.  Work performed in addition to the regular work hours may be necessary, and may require a change in availability at specific times to accommodate variations in work demands.     Job Summary:

The UMass Center at Springfield (UMCS) provides a physical space for partnerships between the University of Massachusetts and other area institutes of public higher education. It provides a central location accessible to each school's students. Through a combination of traditional in-classroom learning, advanced telecommunications, and other technology investments, the UMass Center provides college-course-specific opportunities not previously available in the area as well as community engagement opportunities for the University.

This position provides general office support with a variety of clerical activities and related tasks. This position will be responsible for greeting and assisting Center users as they enter the facility, answering incoming calls, directing calls to appropriate faculty/staff, mail distribution, relaying basic academic detail, flow of correspondence, requisition and tracking of supplies inventory, assist in scheduling and setting up rooms for events as well as additional duties as assigned. Essential Functions:

Responsibilities include, but are not limited to:

  • Perform clerical duties, including phone and front desk coverage, and Center staff calendars.
  • Work closely with faculty and staff to coordinate administrative operations related to student recruitment, admissions, marketing, and student and alumni services.
  • Coordinate and respond as needed to multiple daily inquires by phone, email, and in person - capturing information, and providing excellent customer service to prospective and current students and faculty.
  • Maintain meticulous records of office supply inventory.
  • Tracking of Center usage details, such as event attendees and classroom usage rates
  • Assist in the coordination of logistics for events in the areas of general student recruitment, marketing, and student and alumni services.
  • Accurately create and document procedures, document and record work performed.
  • Operate computer and other office productivity machinery.
  • Maintain high levels of professionalism and customer service.
  • Move, transport and/or position objects and equipment weighing up to 50 pounds. 
  • Provide high level of customer service 
  • Communication with non-technical individuals on technical matters.
  • Other Functions:
  • Regularly assist with event and classroom setup, including moving tables and chairs.
  • Assist with creation and posting of social media content; assist with tracking of social media analytics.
  • Other duties as assigned.
  • Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience):
  • Demonstrate attention to detail
  • Must be able to move, transport and/or position objects and equipment weighing up to 50 pounds. 
  • Customer/student service experience.
  • Excellent written and spoken communication skills.
  • Must be able to read, write, speak and comprehend the English language.
  • Excellent computer skills
  • Applicants must have at least (A) one year of full-time, or equivalent part-time, experience in administrative office work, or (B) any equivalent combination of the required experience and the substitutions below:
  • A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience. *
  • A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience. *
  • A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience. *
  • A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized non-degree granting business or secretarial school above the high school level may be substituted for the required experience. *
  • *Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

    Preferred Qualifications:
    • One year of experience working in an administrative role in the field of higher education.
    • Mastery of Microsoft Office Suite applications (Word, Excel, PowerPoint, Access).
    Working Conditions:
    • Multiple hours in stationary position and using office equipment and computers. Environment is a busy, collegial office area resulting in multiple interruptions and requests for assistance.
    • Must be able to actively move about the Center while transporting office machinery.
    • Move, transport and/or position objects and equipment weighing up to 50 pounds. 
    • The physical/mental demands and work environment factors described above are representative of those that must be met by an employee to successfully perform the essential functions of this job.
    Additional Details:
    • This position is funded by grants and/or contracts, and is contingent upon funding. 
    • No relocation assistance is provided.
    • Potential applicants will be required to complete a skills test during the interview.
    • Any job offer within the President's Office is specifically conditioned upon the potential candidate consenting to and successfully completing a background review.