Administrative Secretary

Administrative Secretary I – Inside Higher Ed

Job No: 529163
Work Type: Staff Full Time
Location: UMass Amherst
Department: Office of Equal Opportunity
Union: Non-Unit Non-Exempt
Categories: Administrative & Office Support

Job Summary
The Administrative Secretary provides high-level administrative and operational support to the Associate Vice Chancellor for Equal Opportunity and Access. This role requires discretion, organizational excellence, and the ability to work independently and cooperatively to ensure the efficient functioning of the office.

• Provide comprehensive executive-level support including drafting, editing, proofreading, and formatting correspondence; managing complex calendars and meeting logistics; arranging travel and itineraries; preparing confidential reports and briefings.
• Act as direct liaison for the Associate Vice Chancellor to executive area staff, campus administrators, deans, department heads, and President’s Office staff.
• Screen and prioritize incoming communications, exercising discretion and ensuring timely responses.
• Prepare meeting materials and documents to keep the Associate Vice Chancellor properly briefed.
• Manage day-to-day financial transactions: purchase orders, invoice payments, procurement cards, contracts, and travel reimbursements per university policies.
• Coordinate HR functions such as timekeeping, hiring processes, onboarding, and liaise with the Director of Administration in the Office of Equity & Inclusion.
• Manage and coordinate special projects and initiatives, collaborate with stakeholders, and track milestones to ensure successful outcomes.
• Maintain equipment and office supplies inventory, replenishing as needed.
• Coordinate office operations: room reservations, catering, invitations, logistics, and minute-taking.

• Identify opportunities to streamline processes and recommend procedural enhancements.
• Perform related duties as assigned to meet department and university goals.

• High school diploma or equivalent with three (3) years of administrative office experience; an Associate’s degree or above may substitute one year of experience.
• Excellent organizational, communication, and interpersonal skills.
• Ability to work independently and with discretion in a confidential environment.
• Knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint); ability to learn new software.
• Ability to meet deadlines, handle multiple assignments, and prioritize tasks under pressure.
• Capability to resolve routine issues independently and to appropriately escalate complex matters.

• Prior higher‑education administrative experience.
• Knowledge of university policies and procedures.

• Typical office environment.

• Monday – Friday, 8:30 AM – 5:00 PM.

• Non Unit Non‑Exempt Grade 15.
• Classified Step Scale.

Please include a cover letter, resume, and contact information for three professional references with your application. The position will remain open until filled.

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

Advertised: Nov 24 2025 Eastern Standard Time
Applications close: Feb 24 2026 Eastern Standard Time