Clerk V (MarCom Office Administrator)
Clerk V (MarCom Office Administrator)
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Job Description
About UMass Amherst
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 1450-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 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
Provides executive-level support to the Chief Marketing Officer (CMO) and Universitys MarCom group leadership team which is comprised of the various team leaders in MarCom: marketing strategy web creative Constituent Relationship Management (CRM). Requires a high level of discretion accountability coordination knowledge and competence. Provides a variety of administrative support functions for the University MarCom Group. Establishes and implements operational procedures to ensure that this large and very fast-paced office runs efficiently thus enabling the team to meet campus wide marketing needs.
Essential Functions
- Provides administrative support to the CMO and the MarCom Leadership Team which includes managing and maintaining complex calendars/daily schedules meeting requests and travel arrangements. Independently prioritizes tasks and workflow.
- Proactively ensures that the CMO and the MarCom Leadership Team are properly prepared for all meetings by assembling materials and documents as necessary.
- Serves as the primary point of contact on departmental matters pertaining to the CMO and MarCom Leadership Team including those of a highly confidential and/or critical nature which requires exercising independent judgment to best prioritize and determine appropriate course of action referral or response.
- Serves as liaison with staff on behalf of the CMO and MarCom Leadership facilitating departmental communications and ensuring all supporting needs and services are timely met and in accordance with organizational policies and procedures.
- Meets regularly with the Director of Strategic Initiatives and Operations to provide updates on issues projects schedules and meetings and other administrative support matters which are taking place within the MarCom team.
- Assists with special projects and assignments providing support to the CMO and the MarCom team as needed; which includes establishing deadlines and also showing adaptability and flexibility to accomplish goals as appropriate.
- Serves as department office manager ensuring a high standard of professionalism is maintained. Greets and interacts with visitors clients and employees. Takes initiative to keep all public office spaces and storage areas organized.
- Maintains all MarCom records/files handles the mailing/shipping of packages and maintains/updates multiple internal and external contact lists.
- Exercises administrative oversight of all professional and classified staff searches within MarCom processes personnel actions and related hiring paperwork.
- Participates in new employee onboarding.
- Processes all student hires and track hours worked.
- Assists with department purchasing as needed.
- Monitors department email inbox responding to emails and taking timely and appropriate action as needed. Uses personal judgment to determine when to engage the CMO and/or other MarCom leaders.
- Monitors department time keeping and ensures accuracy and timely entry.
Other Functions
- Performs other duties as assigned.
- Serves in a back-up role for other University Relations administrative staff as needed.
- Assists with special projects and performs other duties as assigned by MarCom Leadership
Minimum Qualifications (Knowledge Skills Abilities Education Experience Certifications Licensure)
- Four (4) years of office management or administrative support experience. An Associates degree may be substituted for two (2) years of the required experience.
- Excellent organizational skills communication and interpersonal skills.
- Significant experience maintaining multiple busy calendars arranging all aspects of travel and organizing meetings.
- High degree of independent action and initiative. Ability to make sound judgements with minimal supervision.
- Ability to handle multiple projects and assignments and prioritize tasks appropriately in a interruption-filled every-changing and often deadline-oriented environment.
- Ability to handle issues of a confidential nature.
- Expert computer skills including spreadsheet word processing database and presentation software with the ability to lean and adapt to new software programs as needed.
- Exceptional level of accuracy and attention to detail.
Preferred Qualifications (Knowledge Skills Abilities Education Experience Certifications Licensure)
Experience in higher education or non-profit.
Work Schedule
- Monday - Friday 8:30am - 5:00pm.
- This position has the opportunity for a hybrid work schedule which is defined by the University as an arrangement where an employees 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
Grade 15
Special Instructions to Applicants
Along with the application please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.
The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
