Office Manager Hybrid Opportunity
Office Manager Hybrid Opportunity
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Job Description
About UMass Amherst
The flagship of the Commonwealth the University of Massachusetts Amherst is a nationally ranked public landgrant 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 1450acres in scenic Western Massachusetts and boasts stateoftheart facilities for teaching research scholarship and creative activity. The institution advances a diverse equitable and inclusive community where everyone feels connected and valuedand 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.
Job Summary
The Office Manager will partner with the Chair in administrative and overall management of the Department of Health Promotion and Policy (HPP).
Essential Functions
- Hire train supervise and evaluate nonexempt and student staff. Proactively address issues related to employee retention such as creating positive onboarding experience work environment workload and professional development.
- Collaborate with the Chair on a variety of special projects including departmental strategic planning.
- Provide a broad range of administrative support for the chair and faculty members including but not limited to maintaining office equipment ordering supplies distributing mail overseeing course scheduling and managing courserelated work and student evaluations.
- Take problem solving initiative in the daytoday administrative and operational functions of the department. Develop and implement various administrative procedures to ensure efficiency and that the goals of the department are met.
- Proactively communicate with the chair on faculty staff and student issues and recommend solutions.
- Assist the Chair in coordinating teaching assignments and contracts for parttime or temporary instructors as well as teaching assistants.
- Manage department budgets including instructional operating and research trust funds. Independently creates new budgeting systems and provides the Chair and faculty with regular financial reports detailing expenses along with current and projected balances and budget recommendations. Approve routine expenditures for travel department supplies equipment services and furnishings and ensures unallowable expenditures are not charged incorrectly to grants or other funding sources. Process all procurement expense reimbursement human subjects reconciliations receivables and payables in a timely manner. Provide support to faculty with basic budget management.
- Manage department personnel administration. Work closely with the School of Public Health and Health Sciences Financial Personnel and Advising Managers to ensure correct and timely processing of all departmental personnel actions and student changes. Coordinate all faculty promotion and tenure cases periodic multiyear reviews annual faculty reviews sabbatical or unpaid leave requests and course buyouts.
- Work closely with the Chair on space and facility planningmanage space allocations and renovations and assist with related reports and proposals.
- Address issues related to employee retention such as creating positive onboarding experience work environment workload and professional development.
- Manage faculty and staff search processes including creating job postings scheduling interviews and overseeing financial aspects of all searches.
Other Functions
- Perform related duties as assigned or required to meeting department SPHHS and university goals and objectives.
Minimum Qualifications (Knowledge Ss Abilities Education Exr1erience Certifications Licensure).
- A Bachelors degree and two 2 years of human resources finance or business administration experience.
- Experience developing and managing budgets.
- Excellent interpersonal skills and ability to professionally collaborate and develop relationships with a diverse population of staff faculty students.
- Ability to communicate effectively in oral and written expression.
- Commitment to inclusion and understanding diverse thought cultures race gender and other differences.
- Ability to understand and apply office rules policies and procedures.
- Excellent attention to detail and accuracy including mathematical computations with reasonable speed using a calculator and/or spreadsheet formulas.
- Excellent organizational skills with the ability to effectively and efficiently prioritize workload manage multiple tasks track and report progress and maintain accurate records.
- Excellent initiative independence and problemsolving skills.
- Strong computer skills with intermediate competency inusing Microsoft Office Suite.
- Ability to exercise independent judgment manage confidential information and make decisions in the performance of routine critical and stressful tasks while continuing to promote a positive work environment.
- Ability to train and supervise student employees.
Preferred Qualifications (Knowledge Skills Abilities Education Experience Certifications Licensure).
- Experience with business operations financial and budgeting tasks.
- Experience working with UMass administrative and academic policies procedures and systems including SPIRE PeopleSoft Summit BuyWays etc.
- Masters degree in Business Social Sciences Public Policy or related field.
- Previous supervisory experience.
Physical Demands/Working Conditions
- Typical office environment.
Work Schedule
- Monday Friday 8:30 am 5:00 pm.
- Required to work occasional nights and weekends.This position has the opportunity for a hybrid work schedule which is defined by the University as an arrangement where an employees work isregularly performed at a location other than the campus workspace for a portion of the week. Asthis position falls within the Professional Staff Union it is subject to the terms and conditionsof the Professional Staff Union collective bargaining agreement.
SalaryInformation
Level 25
Special Instructions to Applicants
Along with the application please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three 3 professional references. Applications will be reviewed on a continuous basis until the position is filled. Early submissions are encouraged.
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 pregnancyrelated 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.
Required Experience:
IC
Employment Type
Full-Time
