Administrative Secretary I

UMass Amherst•Amherst, NY

3d•Onsite

About The Position

The Administrative Secretary I provides executive-level administrative and operational support for Campus Life and Wellbeing (CLAW). The position serves as a key coordinator for the University Wellbeing Strategic Plan and the CLAW Collaborative, managing complex schedules, coordinating meetings and projects, facilitating communication among campus partners, preparing administrative and strategic planning materials, and supporting the daily operations of the Office of Campus Life and Wellbeing. The incumbent exercises discretion, professionalism, independent judgment, and confidentiality while working with senior leaders, faculty, staff, students, and external stakeholders across the university. The role includes supporting the AVC and Campus Life and Wellbeing through calendar management, travel arrangements, procurement, purchasing, corporate card reconciliation, reports, meeting coordination, correspondence, and other administrative functions. It also coordinates strategic plan initiatives, collaborative committees and working groups, meeting logistics and documentation, records management, communications, technology for in-person and virtual meetings, budgetary processes, and staff time and labor records.

Requirements

High school diploma.
Four or more years of administrative office or related experience; an Associate’s or higher degree may substitute for two years of the required experience.
Previous customer service experience and superior customer service skills.
Superior interpersonal skills and ability to effectively engage people from diverse backgrounds and identities.
Highly cultivated active listening skills.
Strong organizational skills and ability to manage multiple tasks simultaneously.
Fundamental understanding of confidentiality and decorum in professional settings.
Ability to maintain poise in stressful situations.
Proficiency with Microsoft Office suite software tools.

Nice To Haves

Associate’s degree in Business or a related field.
Previous experience attending and/or working on a college campus.
Knowledge of and proficiency with the PeopleSoft finance module and Summit Reports.
Knowledge of typical university governance, organizational structures, departments, systems, policies, and procedures.

Responsibilities

Manage the AVC’s day-to-day schedule, priorities, complex calendar, recurring meetings, strategic planning activities, briefing materials, and responses to university events and requests.
Provide executive-level administrative support, including travel arrangements, procurement and purchasing, corporate card reconciliation, report preparation, meeting coordination, and other administrative functions.
Anticipate the needs of the AVC and department, identify priorities, and address needs proactively.
Serve as a primary point of contact for the office by responding to inquiries, managing correspondence, and processing incoming communications.
Coordinate implementation of the University’s Wellbeing Strategic Plan by monitoring initiatives, tracking milestones and deliverables, maintaining project documentation, and facilitating communication among campus partners and stakeholders.
Coordinate administrative and logistical functions for the CLAW Collaborative and related committees, task forces, advisory groups, and working groups.
Coordinate meetings, develop agendas with leadership, prepare and distribute materials, record and disseminate minutes, and track follow-up activities.
Coordinate documents, reports, agreements, presentations, and other materials requiring review, approval, or signature from the AVC.
Oversee records and document management, including organization, confidentiality, data security, and compliance with university policies.
Draft, edit, and coordinate correspondence, reports, presentations, meeting summaries, and communications on behalf of the AVC and Campus Life and Wellbeing initiatives.
Provide technical and administrative support for in-person, hybrid, and virtual meetings using platforms such as Zoom, Microsoft Teams, and WebEx; assist with presentations, meeting technology, and related communications.
Partner with university leaders, units, student affairs departments, wellbeing partners, and external stakeholders to coordinate high-level meetings, events, and strategic initiatives.
Assist with budgetary and administrative processes, including account reconciliation, procurement documentation, expenditure tracking, and routine administrative reports.
Maintain time and labor records for designated Campus Life and Wellbeing staff and assist with payroll-related transactions, approvals, and reporting in accordance with university and collective bargaining requirements.
Exercise sound judgment, discretion, tact, and professionalism, and handle sensitive and confidential information with integrity.
Perform other duties in support of Campus Life and Wellbeing, Student Affairs and Campus Life, and University priorities.
Understand and comply with responsibilities relating to Title IX, Clery, conflicts of interest, and other compliance requirements.
Engage with students and contribute to student success, while helping create a positive and respectful workplace.