Administrative and Event Coordinator - Mechanical & Industrial Engineering - 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

Administrative and Event Manager will support the Energy Transition Institute's work to enable a sustainable and equitable energy future, with a focus on operation of Massachusetts Energy Efficiency Partnership (MAEEP), a continuing education program for Massachusetts energy professionals.

Essential Functions

• Manage all administrative aspects of MAEEP training events: research and arrange venues, coordinate with trainers, manage registration, track attendance, and manage all details of the events.
• Provide staffing for 10-15 in-person training sessions per year, including room setup, attendee check-in, etc. Training is spread throughout the year, and typically held on a Tuesday, Wednesday, or Thursday between 8am-4:30pm. Most training is held in Norwood, MA, with occasional sessions in the Metrowest or Worcester areas.
• Update program websites, including posting news stories and upcoming events.
• Assist with budgeting and reporting to program sponsors.
• Work with Grant Administrator to obtain purchase orders for training expenses.
• Contribute to research, outreach, and administration of other projects.
• Maintain accurate, detailed records, and follow all UMass purchasing/contract procedures, provide all requested documentation to Grant Administrator, and maintain accurate, detailed records.

Other Functions

• Performs other duties as assigned.

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

• Minimum one year office experience.
• Outstanding organizational and problem-solving skills and experience.
• Outstanding interpersonal and communication skills with experience in working cooperatively and collaboratively.
• Previous experience handling administrative office functions, scheduling, major projects, overseeing multiple activities in a demanding office environment.
• Ability to work harmoniously with diverse populations of faculty, staff and students along with external industry partners in an inclusive environment.
• Ability and previous experience in planning, organizing and overseeing events.
• Strong attention to detail.
• Basic computer skills (Outlook, MS Office, Zoom) and ability to learn tools like Wordpress and Eventbrite.
• Ability to work effectively with limited supervision.
• Driver's license and ability to travel to training locations within Massachusetts.

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

• Knowledge of university information systems (i.e., Buyways, Summit, and Concur).

Physical Demands/Working Conditions

• Typical office environment activity.

Work Schedule

• Average of approximately 10 hours per week; work hours are flexible, other than event staffing.
• Hybrid position - work can be completed remotely other than staffing of 10-15 training sessions per year, usually held in the greater Boston area.
• This is a temporary, non-benefited position. One year term, reappointment beyond that is determined by funding.

Salary Information

• Level VII, $23-31/hour; commensurate with experience.

Special Instructions to Applicants

Upload your resume along with your completed application. Our team will check references at the final stage of the interview process. Please be prepared to provide contact information for at least three (3) professional references. This position will remain open until filled or the advertised closing date, whichever occurs first. Early submissions are recommended.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.