Job no: 508855
Work type: Staff Full Time
Location: UMass Amherst
Department: Fine Arts Center
Union: USA/MTA
Categories: Administrative/Office 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.

About the UMass Fine Arts Center

Since its founding in 1975, the UMass Fine Arts Center has been a central force in the cultural, social, and academic life of the University, the Five College campuses, and the Pioneer Valley of Western Massachusetts. The Fine Arts Center's combination of educational, visual, and performing arts programs not only makes us unique, but it also secures a very vital and necessary position for us to meet the diverse needs of scholars, faculty, students, alumni, and the broader community.

Job Summary

The Assistant to the Director provides assistance and administrative support to the Director of the Fine Arts Center (FAC). Oversees the daily operations and ongoing activities of the Director’s Office. Facilitates center-wide staff communication, handling confidential requests and situations, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and maintaining director’s calendar, maintaining database(s), ordering supplies and arranging travel.

Essential Functions

• Oversees daily operations of the Director’s Office which includes providing information by keeping minutes of meetings, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics, filing, and answering telephones.
• Conserves the Director’s time by reading, researching and routing routine correspondence; drafting letters and documents, replying to surveys and report requests from central administration and external sources, mail distribution.
• Maintains Director’s schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Facilitates the scheduling of a variety of meetings, prepares agendas, arranges meeting rooms and catering as necessary and takes minutes at meetings assigned by the Director.
• Arranges travel and processes travel reimbursements for the Director and other assigned staff.
• Represents the Director by attending meetings, welcoming guests, patrons, donors, and staff, answering or directing inquiries, and holding confidential information.
• Maintains a centralized database of confidential and public staff contact information and facilitates center-wide communications according to the FAC Communication Plan which includes meetings and the use of email and phone trees among other strategies.
• Provides support to the Director to coordinate the Performance Management Program and Merit Awards. Serves as the FAC’s timekeeper for all benefitted staff by collecting and entering time and attendance and serves as back up timekeeper for student and hourly staff.
• Coordinates the annual Fletcher Henderson/Max Roach Memorial Scholarship Awards with the Music Department.
• Maintains office supply inventory by checking inventory levels; anticipating needed supplies, evaluating new office products; placing and expediting orders for supplies and verifying receipt of supplies.
• Serves as a building coordinator for Curry Hicks by liaising with Physical Plant on building maintenance and repair issues.
• Other duties as assigned.

Other Functions

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

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

Physical Demands/Working Conditions

Typical office environment activity.

Work Schedule

Salary Information

Grade 13

Special Instructions to Applicants

To be considered for this position, please attach resume, cover letter and contact information for three professional references.

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.

Advertised: Jun 17 2021 Eastern Daylight Time
Applications close: Jun 30 2021 Eastern Daylight Time