Project Coordinator Specialist

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.

 

About the UMass Fine Arts Center

Since its founding in 1975, the UMass Fine Arts Center has been a central force in the cultural, social, and academic life of the University, the Five College campuses, and the Pioneer Valley of Western Massachusetts. The Fine Arts Center’s combination of educational, visual, and performing arts programs not only makes us unique but it also secures a very vital and necessary position for us to meet the diverse needs of scholars, faculty, students, alumni, and the broader community.

 

Job Summary

The Project Coordinator Specialist plays a pivotal role in supporting the Director and the Fine Arts Center’s strategic initiatives. This position is the principal aide to the Director of the Fine Arts Center with responsibility for proactively managing a wide range of high priority projects and initiatives, including organizing, coordinating, and translating ideas into plans of action. The position works closely with the Fine Arts Center’s leadership team to execute critical action items needed to achieve University and Fine Art Center strategic objectives. The Project Coordinator Specialist is responsible for ensuring the smooth operation of the Director’s office and provides a bridge for effective communication between the office, internal, and external stakeholders.  

 

Essential Functions

• Collaborates with the Director and leadership team to ensure alignment of projects and initiatives with the Fine Arts Center’s strategic goals and objectives.
• Supports the development and implementation of strategic plans, including data analysis, research, and reporting.
• Works in close partnership with senior leadership and other stakeholders to foster cohesion across functional teams to improve coordination and implementation, ensuring key initiatives meet defined objectives and expectations.
• Manages follow-through on critical action items ensuring all projects are executed within project timeframes and scope. Monitors progress towards strategic objectives, identifies potential challenges, and provides timely updates and recommendations to the Director.
• Manages special projects and initiatives as directed by the Director, ensuring timely completion, adherence to scope, and efficient utilization of resources.
• Develops project plans, timelines, and budgets, ensuring alignment with strategic objectives and organizational priorities.
• Serves as the primary liaison between the Director and internal/external stakeholders including, but not limited to, faculty, staff, students, board members, community partners, and government agencies. Ensure the Director is well-informed and prepared for meetings, presentations, and other engagements.
• Acts as staff to the Fine Arts Center’s Grant Making Committee, composed of volunteers, faculty, students, and staff.
• Facilitates communication and coordination across departments, fostering a culture of open dialogue and information sharing.
• Strategically manages commitments of the Director’s time and effort. Manages and prepares presentations, memos, proposals, excel spreadsheets, databases, and various other forms of communication collecting cross functional input. Proof, edit, and provide feedback to the Director on strategic communications, often containing confidential and sensitive information.
• Participates in meetings, including Fine Arts Center leadership meetings; prepares agendas and meeting materials, captures action items and ensures follow up.
• Coordinates special departmental events including but not limited to all-staff meeting, staff luncheons, student and staff recognition celebrations. Works closely with the leadership team to coordinate and assist with large department-wide events.
• Organizes and coordinates travel arrangements including booking flights, hotels, and transportation, as well as processing expense reports.
• Represents the Director and the department in an appropriate manner, exercising a high level of discretion and professionalism, tact, confidentiality, and sound judgment.
• Provides general assistance as needed to students, faculty, staff, board members, volunteers, an