Job Details

Job no: 508926
Work type: Staff Full Time
Location: UMass Amherst
Department: Nutrition
Union: USA/MTA
Categories: Administrative/Office Support, School of Public Health & Health Sciences

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 clerical support to the Department of Nutrition, including the Chair, faculty members, and student workers. Participates in supervision of student workers. Prepares, tracks and files personnel related documents including but not limited to time and labor, searches, personnel actions, sabbaticals, merit, tenure, promotion and Periodic Multi-Year Review. Prepares, tracks and files general financial forms including but not limited to purchasing, travel, and reconciling accounts. Assists in the preparation of Human Resource (HR) and Financial reports, proposals, and miscellaneous office materials through the use of various software packages such as Microsoft Office Suite, PeopleSoft and Summit. These administrative duties require extensive knowledge of School and University administrative and academic policies, procedures, and systems as well as a high level of discretion when handling confidential material and information.

Essential Functions


  • Provides a broad range of administrative & secretarial support for the chair and faculty members.
  • Assists instructors by entering and managing a wide variety of student & course data into online systems.
  • Coordinates SRTI or other end-of-semester student evaluation process for faculty.
  • Retrieves data; runs and creates reports from various Student, HR, Financial and other databases.
  • Creates and maintains various confidential files.
  • Coordinates and distributes regular departmental communications related to all faculty, staff and student issues.
  • Coordinates departmental events.

Financial & Personnel

  • Prepares and/or advises in preparation of financial and personnel forms for faculty, staff, and students.
  • Performs monthly reconciliation of funds, receipts, bank statements, etc. using University systems.
  • Runs financial reports including expenditures and budget information in complex database systems like Summit.
  • Processes travel and purchasing transactions using University systems.
  • Tracks and makes payments for department professional dues and accreditation payments.
  • Partners with Research Administration Office to calculate and track faculty buyouts.
  • Coordinates with Dean’s Business Center to support all HR and Personnel issues for the department’s faculty, staff, and student employees including but not limited to hiring, onboarding, timekeeping, leave, etc.
  • Operational

  • Orders supplies and other items when necessary using University systems.
  • Maintains office equipment.
  • Works with building coordinator to oversee processes related to facilities, phones, repairs, keys, bins, etc.
  • Gathers and distributes mail for department.
  • Maintains reservations for departmental AV projectors.
  • Student Support

    {Note these are in addition to student-related administrative functions described previously.}

  • Serves as Chair of the Scheduling Committee to assist with both undergraduate and graduate course scheduling each semester.
  • Coordinate with the Graduate Program Director and current and prospective students to support a variety of academic and financial issues for the Graduate Program, including but not limited to processing paperwork, forms, visas, distributing communications, assisting with policy compliance issues, etc.
  • Processes changes related to degree requirements, credited internships, independent studies, practicums, changing majors and tracks, advisor assignments, Spire course exceptions etc.
  • Trains, supervises, and assigns work to hourly student employees.
  • Keeps all printed student forms up-to-date once changes are made by program directors.
  • Accredited Program support

    • Provides administrative support to the directors of the Didactic Program in Dietetics and the Dietetic Internship. This will include preparation of Verification Statements, assistance with accreditation report formatting, site visits preparation and other administrative tasks as needed.

    Other Functions

  • May participate in interview process for faculty and staff positions. Works with HR Director to review faculty and search documentation; ensuring the completion and accuracy of documentation submitted.
  • Provides general office support including printing, copying, etc.
  • Supports School-wide and Departmental Initiatives such as the CEPH and ACEND accreditation processes.
  • Performs other duties as required.
  • Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • High school diploma or equivalent
  • Two years of full-time (or equivalent) clerical work experience in a professional office environment
  • Ability to use computers with competence and accuracy in word processing, spreadsheet, and database software, particularly Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe.
  • Ability to communicate clearly and professionally (reading, writing, comprehension) including proper grammar, punctuation, spelling, word meaning and word usage.
  • Ability to communicate effectively and politely in oral expression, to establish and maintain harmonious working relationships, and to deal tactfully with others.
  • Ability to perform mathematical computations accurately and with reasonable speed using a calculator or spreadsheet formulas.
  • Excellent attention to detail and accuracy.
  • Ability to understand and apply rules, policies and procedures of assigned office activities.
  • Ability to interact with individuals from diverse backgrounds. Commitment to inclusion and awareness & understanding of diverse thought, cultures, race, gender, and other differences.
  • Excellent interpersonal skills required, including ability to maintain a positive attitude while working on multiple tasks and under stress.
  • Excellent organization skills; ability to prioritize workload effectively and efficiently, manage multiple tasks accurately, and track/report progress on activities.
  • Ability to maintain records, including accuracy with names, numbers, codes and/or symbols and in accordance with standard filing procedures.
  • Ability to exercise independent judgment, handle confidential information, and make decisions in the performance of routine and urgent/critical tasks.
  • Ability to assist in training and supervising student employees.
  • Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Familiarity with SPIRE, PeopleSoft, Summit, BuyWays, etc.
  • Experience working with UMass administrative and academic policies, procedures, and systems.
  • Physical Demands/Working Conditions

    • Typical office environment
    • Must be able to lift up to 50 pounds to carry things like boxes of copy paper, supplies, etc.

    Work Schedule

    Monday - Friday 8:30am - 4:30pm

    Salary Information

    Grade 13

    Special Instructions to Applicants

    To apply for the position, please submit your application along with a cover letter and contact information for three professional references, including a current or recent supervisor. References will not be contacted unless you are selected as a final candidate. Position will remain open until filled.

    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: Oct 21 2021 Eastern Daylight Time
    Applications close:


    The University of Massachusetts Amherst is one of the preeminent public research universities in America. Nestled in idyllic Amherst, Massachusetts—often called “The top college town in North America”—the campus is consistently ranked among the top public research universities in the nation, and offers a rich cultural environment in a rural setting close to major urban centers. 

    As one of the nation's top public research universities – as measured by national and international rankings, academic citations, and research funding – the campus spends more than $180 million on research each year, demonstrating its contribution to the nation’s position as a technological and economic leader. The university works in conjunction with academic, government, and private partners to translate new knowledge and scientific discoveries into technical innovations and scholarly works that create opportunities for students, faculty and the public. 

    Eight schools and colleges offer more than 85 undergraduate majors, 68 master’s and 48 doctoral degree programs, many counted among the top programs in the nation and world. UMass Amherst is also home to New England's premier honors college.

    The 1,159 full-time faculty members are dedicated teachers and world-renowned researchers and the campus has regularly been listed among the top performers in terms of faculty awards. With over 24,000 students from all 50 states and over 70 countries, the student body is the most academically successful in the history of the campus. Students participate in 240 organizations, 21 NCAA Division I athletic teams, extensive intramurals, living-learning residence halls, community service, and internships. With one of the largest residential life systems in the nation, UMass Amherst houses approximately 12,000 students on campus. The university is enjoying a facilities renaissance, including new buildings in the sciences, the arts, and recreation. UMass Amherst is part of the Five College consortium with Smith, Mount Holyoke, Hampshire and Amherst colleges.

    As an employer, the University of Massachusetts Amherst is a national leader in developing family-friendly policies, benefits and amenities designed to help faculty members develop both productive careers and satisfying personal lives. The university offers one of the nation’s most generous parental leave policies. The university is also part of the Academic Career Network, a regional consortium formed to serve dual-career couples and encourage greater diversity in the academy.


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