Administrative Secretary I

University of Massachusetts Amherst•Amherst, MA

38d

About The Position

The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued-and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world. The Administrative Secretary provides high-level administrative and operational support to the Associate Vice Chancellor for Equal Opportunity and Access. This position plays a vital role in ensuring the efficient and professional functioning of the office by coordinating complex activities with discretion and sound judgment. The role demands a high degree of confidentiality, organizational excellence, and the ability to work both independently and cooperatively.

Requirements

High school diploma or equivalent with three (3) years of administrative office experience. An Associate's degree or above may be substituted for one (1) year of required experience.
Excellent organizational, communication, and interpersonal skills, with the ability to establish and maintain working relationships with a diverse population including administrators, faculty, staff, students, business executives, government officials, and the general public.
Ability to work independently and effectively with a high degree of discretion in a confidential environment. Ability to work cooperatively and collaboratively as part of an effective team.
Working knowledge of Microsoft Office, including Word, Excel, Outlook, and PowerPoint. Ability to learn and adapt to new software programs as needed.
Ability to work effectively and efficiently under pressure to meet deadlines, handle multiple and/or difficult assignments, and prioritize tasks appropriately.
Capability to independently resolve routine administrative issues and escalate complex matters appropriately.

Nice To Haves

Prior experience working in a higher education administration environment.
Knowledge of university policies and procedures.

Responsibilities

Provide comprehensive executive-level support to the Associate Vice Chancellor, including drafting, editing, proofreading, and formatting correspondence, managing complex calendars and meeting logistics, making travel arrangements and developing itineraries, and preparing confidential reports and briefings.
Act as a direct liaison for the Associate Vice Chancellor to all executive area staff, campus administrators, deans, department heads, and President's Office staff.
Screen and prioritize incoming communications and requests, exercising discretion and confidentiality. Ensure timely responses and appropriate routing.
Proactively ensure that the Associate Vice Chancellor is properly prepared for all meetings by assembling materials and documents as necessary.
Manage day-to-day financial transactions for the office, including purchase orders, invoice payments, procurement cards, contracts, and travel reimbursements in accordance with university policies.
Coordinate HR-related functions such as timekeeping, hiring processes, onboarding new staff, and liaising with the Director of Administration in the Office of Equity & Inclusion to advocate for departmental needs.
Manage and coordinate special projects and initiatives as assigned by the Associate Vice Chancellor, collaborating with other parties and tracking milestones and deliverables to ensure successful and timely outcomes.
Maintain equipment and inventory of office supplies and replenish as needed.
Coordinate office operations by managing schedules, room reservations, and catering for meetings. Handle logistics such as space reservations, invitations (e.g., Zoom), and setup of food and beverages. Prepare materials and record accurate minutes, distributing them as needed.
Identify opportunities to streamline administrative processes, improve efficiency, and enhance office operations. Make recommendations for procedural changes or enhancements as appropriate.
Performs related duties as assigned or required to meet Department, Executive Area/Division, and University goals and objectives.