Administrative Secretary I

UMass Amherst•Amherst, NY

1d•Onsite

About The Position

The Administrative Secretary I provides executive-level administrative and operational support for Campus Life and Wellbeing (CLAW). The role 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 daily office operations. The incumbent works with senior leaders, faculty, staff, students, and external stakeholders, exercising discretion, professionalism, independent judgment, and confidentiality. The position coordinates strategic initiatives and administrative functions, maintains records and documents, supports budgetary and payroll-related processes, and provides technical assistance for in-person, hybrid, and virtual meetings. It also handles correspondence and materials requiring review, approval, or signature from the AVC and collaborates with university partners to advance institutional priorities and campus wellbeing goals. Work is performed in a standard office or indoor university environment and involves minimal physical exertion. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m. The position is full-time and onsite in Amherst, and is subject to final budgetary and administrative approval.

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 required experience.
Previous customer service experience.
Superior customer service skills.
Superior interpersonal skills and ability to effectively engage people of 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 and proficiency using 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, and briefing materials; maintain a complex calendar and coordinate recurring meetings, strategic planning activities, university event responses, and deadlines.
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, respond to inquiries, manage correspondence, and process incoming communications as a primary office contact.
Coordinate implementation of the University Wellbeing Strategic Plan by monitoring initiatives, tracking milestones and deliverables, maintaining project documentation, and facilitating communication and collaboration among stakeholders.
Coordinate administrative and logistical functions for the CLAW Collaborative and related committees, task forces, advisory groups, and working groups; schedule meetings, develop agendas, prepare and distribute materials, record and disseminate minutes, and track follow-up activities.
Coordinate documents, reports, agreements, presentations, and other materials requiring AVC review, approval, or signature.
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.
Provide technical and administrative support for in-person, hybrid, and virtual meetings, including Zoom, Microsoft Teams, WebEx, presentation preparation, meeting technology, and related communications.
Partner with senior leadership, academic and administrative units, student affairs departments, campus 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 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; handle sensitive and confidential information with integrity.
Perform other duties supporting the mission, goals, and strategic priorities of Campus Life and Wellbeing, Student Affairs and Campus Life, and the University.
Perform related duties as assigned or required and understand responsibilities concerning Title IX, Clery, and other compliance requirements.
Engage students and contribute to student success; understand conflict-of-interest responsibilities and act consistently with law and University policy.
Contribute to a positive and respectful workplace and use sensitive or nonpublic University information only as required by the position, preventing unnecessary disclosure.