Clerk V (Office Administrator - Hybrid Opportunity)

Apply now (https://secure.dc4.pageuppeople.com/apply/822/gateway/default.aspx?c=apply&lJobID=522774&lJobSourceTypeID=801&sLanguage=en-us) Job no: 522774

Work type: Staff Full Time

Location: UMass Amherst

Department:MarCom

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

Provides executive-level support to the Chief Marketing Officer (CMO) and University’s MarCom group leadership team which is comprised of the various team leaders in MarCom: marketing strategy, web, creative, Constituent Relationship Management (CRM). Requires a high level of discretion, accountability, coordination, knowledge, and competence. Provides a variety of administrative support functions for the University MarCom Group. Establishes and implements operational procedures to ensure that this large and very fast-paced office runs efficiently thus enabling the team to meet campus wide marketing needs.

Essential Functions

• Provides administrative support to the CMO and the MarCom Leadership Team,which includes managing and maintaining complex calendars/daily schedules, meeting requests and travel arrangements. Independently prioritizes tasks and workflow.

• Proactively ensures that the CMO and the MarCom Leadership Team are properly prepared for all meetings by assembling materials and documents as necessary.

• Serves as the primary point of contact on departmental matters pertaining to the CMO and MarCom Leadership Team, including those of a highly confidential and/or critical nature which requires exercising independent judgment to best prioritize and determine appropriate course of action, referral, or response.

• Serves as liaison with staff on behalf of the CMO and MarCom Leadership, facilitating departmental communications, and ensuring all supporting needs and services are timely met and in accordance with organizational policies and procedures.

• Meets regularly with the Director of Strategic Initiatives and Operations to provide updates on issues, projects, schedules and meetings,and other administrative support matters which are taking place within the MarCom team.

• Assists with special projects and assignments, providing support to the CMO and the MarCom team as needed; which includes establishing deadlines, and also showing adaptability and flexibility to accomplish goals as appropriate.

• Serves as department office manager, ensuring a high standard of professionalism is maintained. Greets and interacts with visitors, clients, and employees. Takes initiative to keep all public office spaces and storage areas organized.

• Maintains all MarCom records/files, handles the mailing/shipping of packages, and maintains/updates multiple internal and external contact lists.

• Exercises administrative oversight of all professional and classified staff searches within MarCom, processes personnel actions and related hiring paperwork.

• Participates in new employee onboarding.

• Processes all student hires and track hours worked.

• Assists with department purchasing as needed.

• Monitors department email inbox, responding to emails and taking timely and appropriate action as needed. Uses personal judgment to determine when to engage the CMO and/or other MarCom leaders.

• Monitors department time keeping and ensures accuracy and timely entry.

  Other Functions

• Performs other duties as assigned.

• Serves in a back-up role for other University Relations’ administrative staff as needed.

• Assists with special projects and performs other duties as assigned by MarCom Leadership.

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

• Four (4) years of office management or administrative support experience. An Associate's degree may be substituted for two (2) years of the required experience.

• Excellent organizational skills, communication, and interpersonal skills.

• Significant experience maintaining multiple busy calendars, arranging all aspects of travel and organizing meetings.

• High degree of independent action and initiative. Ability to make sound judgements with minimal supervision.

• Ability to handle multiple projects and assignments and prioritize tasks appropriately in a interruption-filled, every-changing and often deadline-oriented environment.

• Ability to handle issues of a confidential nature.

• Expert computer skills including spreadsheet, word processing, database, and presentation software with the ability to lean and adapt to new software programs as needed.

• Exceptional level of accuracy and attention to detail.

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

Experience in higher education or non-profit.

Work Schedule

• Monday - Friday, 8:30am - 5:00pm.

• This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee's work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement, therefore.

  Salary Information

Grade 15

Special Instructions to Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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 UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Apr 24 2024 Eastern Daylight Time

Applications close: Jul 24 2024 Eastern Daylight Time