Director of Administrative Support and Facility Operations (Hybrid Opportunity)

Director Of Administrative Support And Facility Operations (Hybrid Opportunity)

Job no : 528536

Work @type : Staff Full Time

Location : 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 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 a facilities coordinator as well as a group of student workers. Functions as lead department administrator, responsible for all administrative staff and their respective activities.

Demonstrates commitment to delivering top service and polished presentations standards in all aspect of events and technical support for academic and program offices.

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.

Oversees the location of frequent, top-quality events as needed with the requesting departments, both academic and program areas, in a fast-paced, business school environment.

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.

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. Builds and maintains professional relationships with a wide range of stakeholders, including faculty, staff, students, outside executive, and VIP guests.

Works with poise, discretion, and professionalism beyond the typical expectations of office personnel in order to represent academic departments in different scenarios.

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 using software programs such as Monday.com or similar quality programs.

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

Master's degree.

Managerial experience with both Union and Non-Union shops.

Working knowledge of computer networking.

Previous experience in both academic and commercial or industrial environments.

Experience with coordinating building repairs and renovations.

Ability to interpret building and construction plans.

Physical Demands / Working Conditions

Predominant : office environment, including long stretches of computer work.

Ability to handle material 25-40 lbs.

Work Schedule

Monday - Friday, 8 : 30am - 5 : 00pm is the regular schedule.

Occasionally will work weekends and nights to support events, emergencies or other operational demands as business needs dictate.

This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee's work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the Professional Staff Union, it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.

Salary Information

Level 27

PSU Hiring Ranges

Special Instructions to Applicants

Along with the application, please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references. Applications will be reviewed on a continuous basis until the position is filled. Early submissions are encouraged.

The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.