Director of Administrative Support and Facility Operations (Hybrid Opportunity)

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

 

Job Summary

The Director of Administrative Support and Facility Operations will be responsible for direct supervision of all departmental administrative support staff and the facilities coordinator for the Isenberg School of Management. The Director reports directly to the Senior Associate Dean (SAD) for Finance, Operations, and Strategic Initiatives. This is a highly independent position, requiring the ability to make critical and timely decisions affecting many individuals, creating & shaping departmental policies, planning operational budgets, and coordinating activities with multiple entities, both on and off campus.

 

Essential Functions

• Supervises a staff of 5 administrative assistants and the facilities coordinator. Functions as lead department administrator, responsible for all administrative staff and their respective activities.
• Functions as primary departmental crisis manager for all administrative support and facility operations matters, coordinating efforts with appropriate campus individuals/departments.
• In consultation with the SAD, analyzes and responds to requests for assistance with complex physical, environmental, and/or safety situations.
• Coordinates with ISOM’s Special Programs and Engagement Team, as well as the Undergraduate Programs, Graduate Programs, and Office of Career Success to successfully support the numerous events and programs taking place throughout the year in ISOM facilities.
• In conjunction with Isenberg Project Management team, coordinates all work related to maintenance, renovations, new buildings/projects involving department personnel or space by Facilities and Campus Services, and independent contractors. Acts as a liaison with these departments and outside contractors.
• Functions as primary building coordinator for Isenberg’s 3 buildings—Alfond, ISOM, and the Business Innovation Hub. Responds to building emergencies or related problems. Represents ISOM to Facilities and Campus Services, contractors.  
• Oversees acquisition and distribution of furniture, fixtures, supplies, and equipment. Facilitates purchasing with a campus bank card. Creates budgets, maintains accurate and auditable records, completes monthly bank card accounting statements, and adheres to all University related fiscal policies.
• Ensures that the Department complies with applicable state and federal laws and regulations, and University policies and procedures.
• Presents creative solutions with budget estimates to colleagues, faculty, and other clients.

 

Other Functions

• Monitors effective utilization of facility space for teaching, research, and service facilities. Completes regular (currently annual) space audits for the campus and irregular space audits for research grant support.
• Works collaboratively and effectively to promote teamwork and inclusiveness. 
• Works responsibly with confidential information to prevent unnecessary disclosure to others.
• Cross-trains with colleagues to provide more flexibility and increased efficiencies.
• Maintains electronic and paper records in auditable fashion as appropriate.

 

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Bachelor’s degree and three (3) years of relevant experience.
• Proven ability to motivate teams to efficiently achieve goals and meet deadlines.
• Ability to work independently to organize multiple simultaneous tasks and set priorities for action, take initiative, be creative, achieve goals in a timely manner, collaborate with both on/off-campus colleagues, and operate with self-direction in a fast-paced and changing environment.
• Ability to interact and communicate effectively, and work productively with a diverse population of faculty, staff, and students. Has history of establishing and maintaining positive working relationships.
• Project management experience.

 

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)