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Clerk IV - Administrative Assistant, Center for Agriculture, Food, and the Environment (CAFE)

Job Details

Job no: 518468
Work type: Staff Full Time
Location: UMass Amherst
Department: Center for Agriculture
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.

Job Summary

Provide administrative support to the administrative team of the Center for Agriculture, Food, and the Environment (CAFE), including director/assistant vice chancellor for agricultural research and engagement, associate director, assistant directors, IT, web and communications staff. Maintain functionality of office and all office systems, equipment, and supplies.

Essential Functions

  • Interact with campus offices and public agencies to maintain familiarity with policies, procedures, systems, and other information. Maintain in-depth familiarity with campus IT systems used for travel management, purchasing, and grant management. Serve as NetCom representative for all of CAFE and its units, providing consistent interface with UMass IT on telephone and data line management. Act as a resource to CAFE staff and units, providing clarification on policies, procedures, and systems.
  • Organize administrative office operations and procedures. Review office operating expenses and oversee administrative accounts. Support CAFE facilities operations, manage room availability, maintain Tririga space inventory of all space assigned to CAFE and its units on- and off-campus.
  • Greet in-person visitors to CAFE administrative offices and direct as appropriate. Organize materials for meetings, reserve meeting rooms, coordinate and schedule participation. Respond to public inquiries through telephone and email about wide variety of topics, usually related to the areas in which CAFE works. Research appropriate responses and refer questions to CAFE faculty and staff. Log all public inquiries and responses.
  • Answer, screen and respond to Assistant Vice Chancellor/Director's phone calls, emails and postal mail. Schedule, organize and maintain Assistant Vice Chancellor/Director's electronic appointment calendar, travel, and special programs. Prepare, draft, edit and/or proof correspondence or other written documents on behalf of the CAFE administrative team. Handle confidential information and inquiries as appropriate, organize and maintain confidential files and other official business.
  • Coordinate administrative support for Center personnel performance reviews and contribute to onboarding of new hires. Act as administrative support to searches and other human resource initiatives within CAFE and its units, providing support to the Center Director/Assistant Vice Chancellor, Associate and Assistant Directors to coordinate and manage requests for off-cycle reviews, new position descriptions and searches. Provide confidential support to search committees/panels and hiring authorities. Prepare requisition materials, maintain search documentation, communicate with applicants, provide materials to search committees/panels, and work within applicant tracking system.
  • Support CAFE fundraising by working with the College of Natural Science's (CNS) Development Office to compile information for reports and write, edit, and distribute thank you letters. Forward copies of gift reports to appropriate account managers. Assist CAFE staff with procedures for fundraising and linkages to appropriate Development contacts.

Other Functions

  • Work collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness. Work in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities.
  • Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.

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

  • High school diploma or equivalent.
  • Three years of administrative experience with demonstrated knowledge of office practices, procedures and systems.
  • Demonstrated experience organizing complex meetings, calendars and travel arrangements.
  • Excellent computer skills, including Microsoft Office suite.
  • Ability to work independently to organize multiple tasks and set priorities for action, take initiative, be creative, and operate with self-direction in a fast-paced office environment.
  • Excellent interpersonal skills and ability to interact effectively and work productively in establishing and maintaining harmonious working relationships with a diverse population of faculty, staff and students.
  • Ability to organize and prioritize goals; ability to collaborate well to formulate plans and objectives in accordance with overall college goals; ability to identify and implement process improvements.
  • Ability to manage multiple projects simultaneously and to set and meet deadlines while maintaining high standards of accuracy and quality.

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

  • Associate’s degree in communications, education, business administration, or other field related to organizational administration.
  • Knowledge of and experience in higher education working environments.
  • Previous experience working in customer service.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

  • Monday – Friday 8:30am – 5:00pm.
  • Required to work some evenings and weekends.

Salary Information

Grade 13

Special Instructions to Applicants

Please submit letter of application, resume and contact information for three (3) references.

As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations. http://www.cns.umass.edu/diversity-equity-inclusion.

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: Apr 27 2023 Eastern Daylight Time
Applications close:

Organization

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.

 

Company info
Website
Telephone
4135454894
Location
181 PRESIDENTS DR
Whitmore Administration Building
Amherst
Massachusetts
01003
US

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