Office Manager (Hybrid Opportunity)

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 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.  

  

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 non-exempt 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 course-related work and student evaluations.
• Take problem solving initiative in the day-to-day 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 part-time 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 multi-year reviews, annual faculty reviews, sabbatical or unpaid leave requests, and course buyouts.
• Work closely with the Chair on space and facility planning, manage 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, Skills, Abilities, Education, Exr1erience, Certifications, Licensure).<