Clerk V - Office Manager for ORD and UMII (Potential Hybrid/Remote Opportunity)
University of Massachusetts Amherst
Remote
office manager
manager
remote
administrative
research
scheduling
research development
usa
mta
office manager
manager
procedures
communication
February 15, 2023
University of Massachusetts Amherst
Amherst, MA
Job no: 517710
Work type: Staff Full Time
Location: UMass Amherst
Department: Research Development
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
The Office Manager provides a variety of administrative support functions for both the Office of Research and Development (ORD) as well as UMass Innovation Institute (UMII) and establishes and implements procedures to ensure smooth operations.
Essential Functions
Serves as Office Manager for ORD and UMII, overseeing the day-to-day activities. Interacts and corresponds with faculty, staff, and student workers. Implements and coordinates departmental goals, operational plans and procedures that will ensure an efficient and coordinated work plan to affect a clear, organized running of the office. Maintains systems to facilitate interdepartmental coordination/communication.
Supports the administration of various grants/awards, including updating websites, maintaining application materials, logging submissions, managing workflows, communicating the proposal process, distributing letters of awards, ensuring payments are noted in Kuali, work closely with Research Accounting to ensure timely action on award, tracking extension requests and preparing reports.
Processes financial paperwork, including staff department procurement card and travel expenses, purchase order processing, vendor contracts and invoices. Acts as purchase order receiver for purchases.
Provides administrative support as needed, including scheduling meetings, events, conferences, travel, maintaining records/files, mailing/shipping packages, and maintaining and updating internal and external contact lists.
Assists with employment searches as needed. Provides administrative support to the search committee and is responsible for scheduling meetings and record keeping.
Monitors email inboxes and forwards to the appropriate person as necessary.
Responds to queries and general correspondence. Provides and distributes information to other campus departments as necessary.
Processes all student hires and tracks hours worked.
Monitors department time keeping and ensures accuracy and timely entry.
Manages the office space including building maintenance and scheduling meeting spaces.
Oversees and maintains office equipment and supplies. Serves as liaison and calls for service, to both on- and off-campus vendors for the office.
Other Functions
Performs other related duties as assigned.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
High school diploma or equivalent.
5 years’ administrative experience.
Knowledge of various computer applications (i.e. MS Word, Excel. Zoom, PowerPoint, OneDrive, MS Teams). Willingness to learn new systems.
Ability to handle multiple projects and priorities, exercise independent judgment, and handle confidential information.
Excellent interpersonal, written and verbal communication skills required.
Excellent project-management, organizational and administrative skills required.
Practical knowledge of office management and equipment.
Physical Demands/Working Conditions
Typical office environment.
Work Schedule
Monday-Friday; 8:00am-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
USA/MTA Grade: 15
Special Instructions to Applicants
Please complete online application, submit resume, cover letter and provide contact information for three (3) professional references to ensure consideration.
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: Feb 2 2023 Eastern Standard Time
Applications close:
Work type: Staff Full Time
Location: UMass Amherst
Department: Research Development
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
The Office Manager provides a variety of administrative support functions for both the Office of Research and Development (ORD) as well as UMass Innovation Institute (UMII) and establishes and implements procedures to ensure smooth operations.
Essential Functions
Serves as Office Manager for ORD and UMII, overseeing the day-to-day activities. Interacts and corresponds with faculty, staff, and student workers. Implements and coordinates departmental goals, operational plans and procedures that will ensure an efficient and coordinated work plan to affect a clear, organized running of the office. Maintains systems to facilitate interdepartmental coordination/communication.
Supports the administration of various grants/awards, including updating websites, maintaining application materials, logging submissions, managing workflows, communicating the proposal process, distributing letters of awards, ensuring payments are noted in Kuali, work closely with Research Accounting to ensure timely action on award, tracking extension requests and preparing reports.
Processes financial paperwork, including staff department procurement card and travel expenses, purchase order processing, vendor contracts and invoices. Acts as purchase order receiver for purchases.
Provides administrative support as needed, including scheduling meetings, events, conferences, travel, maintaining records/files, mailing/shipping packages, and maintaining and updating internal and external contact lists.
Assists with employment searches as needed. Provides administrative support to the search committee and is responsible for scheduling meetings and record keeping.
Monitors email inboxes and forwards to the appropriate person as necessary.
Responds to queries and general correspondence. Provides and distributes information to other campus departments as necessary.
Processes all student hires and tracks hours worked.
Monitors department time keeping and ensures accuracy and timely entry.
Manages the office space including building maintenance and scheduling meeting spaces.
Oversees and maintains office equipment and supplies. Serves as liaison and calls for service, to both on- and off-campus vendors for the office.
Other Functions
Performs other related duties as assigned.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
High school diploma or equivalent.
5 years’ administrative experience.
Knowledge of various computer applications (i.e. MS Word, Excel. Zoom, PowerPoint, OneDrive, MS Teams). Willingness to learn new systems.
Ability to handle multiple projects and priorities, exercise independent judgment, and handle confidential information.
Excellent interpersonal, written and verbal communication skills required.
Excellent project-management, organizational and administrative skills required.
Practical knowledge of office management and equipment.
Physical Demands/Working Conditions
Typical office environment.
Work Schedule
Monday-Friday; 8:00am-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
USA/MTA Grade: 15
Special Instructions to Applicants
Please complete online application, submit resume, cover letter and provide contact information for three (3) professional references to ensure consideration.
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: Feb 2 2023 Eastern Standard Time
Applications close:
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