Administrative Operations and Events Specialist
Amherst has taken a leadership role among highly selective liberal arts colleges and universities in successfully diversifying the racial, socio-economic, and geographic profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the diversity of its faculty, administration, and staff.
Amherst College invites applications for the Administrative Operations and Events Specialist position. The Administrative Operations and Events Specialist is a full-time, year-round position, starting at $24.04/hour - commensurate with experience. Given Amherst's distinction as one of the most diverse liberal arts colleges in the country, the successful candidate will demonstrate the w ays in which they bring value to and will work towards supporting a broadly diverse community.
Provides administrative support, coordination, and technical expertise in key areas within the Office of the Provost and Dean of the Faculty and serves as the primary back-up for the assistant to the provost and dean of the faculty/office manager (APDF). Works collaboratively with the APDF and a diverse set of other colleagues to support all programs and functions within the provost's office. In collaboration with the APDF, supports directly the work of the provost and dean of the faculty, the associate provost, and the associate provosts and associate deans of the faculty. Performs the essential duties and responsibilities outlined below. Plays a leadership role in administering the provost's student research programs, as well as all special events within the purview of the provost's office, with an emphasis on roles surrounding planning and operations.
Contributing to the overall efficiency and effectiveness of the Office of the Provost and Dean of the Faculty, the administrative operations, and events specialist must possess strong problem-solving, communication, critical thinking, operations, and organizational skills. Independently, and collaboratively, executes a variety of detail-oriented, recurring tasks.
Summary of Duties and Responsibilities
Serves as the Primary Back-Up for the Assistant to the Provost and Dean of the Faculty/Office Manager
- Cross-Trained in all administrative functions of the office.
- Works closely with the APDF and assumes responsibility for projects, as assigned
- Provides administrative support for a range of programs and tasks within the Office of the Provost and Dean of the Faculty, including through working directly with the provost and dean of the faculty, associate provost, and associate provosts and associate deans of the faculty
- Posts information on the website of the Provost and Dean of the Faculty, as needed, along with other members of the office, in order to effectively communicate across a diverse community. Posting deadlines and other information on the Daily Mammoth information system
Provides Key Administrative Assistance for Programs to Fund Faculty/Student Collaborative Research, Faculty Research, and Student Research
Working closely with the associate provosts and the director of academic projects, provides administrative support for all facets of internal programs that support faculty and student research, including the Gregory S. Call Research Fellows Program, the Gregory S. Call Academic Intern Program, the Schupf Fellows Program, the Faculty Research Award Program (FRAP ), Institutional Review Board (IRB) and other programs of this kind. The following are among the responsibilities that are required:
- Drafts correspondence to solicit proposals and coordinates the proposal process;
- Advises a diverse group of students and faculty about the application and award processes;
- Prepares materials for committee meetings;
- Drafts solicitation and award letters and coordinates their dissemination;
- Manages and monitors budgets and maintains records;
- Keeping program information up to date on the website of the provost's office and posting deadlines and other information on the Daily Mammoth information system;
- Works collaboratively with the Office of the Controller, academic departments, donor relations, and the Office of Student Affairs;
- Prepares materials for committee meetings;
- Identifies external evaluators and coordinates the proposal review process with them for the Faculty Research Awards Program (FRAP)
- Collaborates with the director of academic finance to manage and monitor budgets and maintain records for the position's areas of responsibility.
- Works collaboratively with the Office of the Controller, academic departments, the Office of Advancement, and the Office of Student Affairs.
Coordinates Special Events
Provides administrative support for all special events organized by the provost's office, including but not limited to the following:
- Orientation for new faculty
- Luncheon series
- Dinner series
- Divisional events
- Special events for faculty
- Working with others in the office to coordinate all aspects of event planning
Assists with Managing Faculty Data
- Collects, enters, maintains, monitors, and reports on faculty data using tools and systems that include Workday working closely with APDF.
- Supports the process of appointments to faculty committees and including committee elections.
- Reviews and analyzes information, problems, practices, and/or procedures to achieve maximum efficiency and accuracy; recognizes the interrelationships among elements; draws conclusions; develops recommendations; and follows up, and evaluates.
- Consults with other offices, including the Office of Institutional Research and the Office of Human Resources, as needed to support this work.
- Associate's degree or equivalent experience
- Two to five years of professional experience in operations and administrative support roles, preferably within a higher-education setting.
- Proficiency with software, including Microsoft Office suite.
- Experience with content management systems and posting information on the web.
- Excellent organizational, communication, and technological skills and ability to work collaboratively as part of a diverse team.
- Ability to be flexible and supportive and to adapt to change
- Ability to analyze information, problems, situations, practices, and/or procedures; collect and interpret data; and to reason logically;
- A commitment to diversity, equity, and inclusion, and to contributing to an intentionally inclusive culture.
- Ability to communicate effectively in a professional, diplomatic, empathetic, and tactful manner
- Ability to make well-reasoned, sensible, and timely decisions
- Bachelor's degree
- Five years or more of experience in a higher-education setting
Amherst College offers many opportunities for professional growth and development, continued learning, and career advancement.
Amherst College requires all employees to be fully vaccinated for COVID-19 (medical and religious exemptions may apply).
Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families. Benefits are an important part of our overall compensation, so it is critical that you review all of the options to ensure it meets your total compensation requirements. Click here for Benefits Information.
Interested candidates are asked to submit a resume and cover letter online at https://amherst.wd5.myworkdayjobs.com/Amherst_Jobs . Please be sure to upload all requested documents prior to clicking Submit. Applications cannot be revised once submitted. (Current employees and students should apply by clicking on the Career icon from their Workday home screen) Review of applications will begin immediately and will continue until the position is filled.
To find information about job group and level (JGL) follow this link.