Administrative Secretary I (Event Coordinator)

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

The Administrative and Event Coordinator is responsible for supporting administrative operations of executive offices, which include the Vice Chancellor for IT, Vice Chancellor for Administration and Finance (A&F) and Associate Vice Chancellor for Facilities and Campus Services (FCS).

Essential Functions

• Provides administrative assistance to executive offices: prepares correspondence, schedules meetings and appointments, manages calendars, receives visitors, makes travel arrangements and develops itineraries, etc.
• Develops, arranges, and carries out event plans for business units under executive offices. Determines logistical requirements and coordinates arrangements for AV, catering, rentals, licenses, permits, and contracts, as needed. Works closely with off-campus vendors to ensure adherence to contractual agreements. Executes with the ability to multi-task and a strong attention to detail.
• Serves as a purchasing clerk for the office, creates purchase orders, processes payments via the UMass eProcurement system (BuyWays).

Other Functions

• Prepare documentation of code; contribute to reports and perform other related duties as assigned.
• Serve as Executive Assistant back-up, providing a high level of confidentiality.

Minimum Qualifications

• High school diploma with four (4) years' experience in administrative support.
• Ability to write clearly and concisely.
• Strong organizational and troubleshooting skills and attention to detail.
• High level of discretion, tact, and professionalism; capable of maintaining confidentiality.
• Ability to multi-task efficiently.
• Excellent computer skills including at least intermediate expertise with:
• Calendar systems.
• Word processing software such as Microsoft Word or Google Docs.
• Spreadsheets such as Microsoft Excel or Google Sheets.
• Microsoft PowerPoint.
• MS Teams.

Preferred Qualifications

• Experience with event planning and execution.
• Experience in using BuyWays.
• Familiarity with policies set by UMass Unified Procurement Services Team (UPST) and its functions such as Purchasing, Invoices, ProCard Procedure and Policy, etc.

Physical Demands/Working Conditions

• Typical office activities.
• Requires the ability to stand, bend, sit, drive, and lift.

Work Schedule

Monday - Friday, 8:30am - 5:00pm.

Salary Information

Non-Unit Classified 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: Feb 29 2024 Eastern Standard Time Applications close: May 31 2024 Eastern Daylight Time