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About the Role
The Administrative Secretary I provides executive-level administrative and operational support for Campus Life and Wellbeing (CLAW). This role serves as a key coordinator for the University Wellbeing Strategic Plan and the CLAW Collaborative, managing complex schedules, coordinating meetings and projects, facilitating communication, preparing materials, and supporting daily operations. The incumbent exercises a high degree of discretion, professionalism, independent judgment, and confidentiality.
Responsibilities
- Manages the day-to-day schedule, priorities, and briefing materials for the AVC.
- Maintains a complex calendar, schedules meetings, coordinates responses to university events and requests, and ensures leadership is informed of upcoming commitments and priorities.
- Provides executive-level administrative support, including travel arrangements, procurement, corporate card reconciliation, report preparation, and meeting coordination.
- Proactively anticipates the needs of the AVC and the department, identifying priorities and addressing needs before they arise.
- Serves as a primary point of contact for the office, responding to inquiries, managing correspondence, and processing incoming communications.
- Coordinates implementation of the University’s Wellbeing Strategic Plan by monitoring initiatives, tracking milestones, maintaining documentation, and facilitating communication.
- Coordinates administrative and logistical functions for the CLAW Collaborative and related committees, including meeting schedules, agendas, materials, minutes, and follow-up activities.
- Serves as the primary coordinator for documents, reports, agreements, presentations, and other materials requiring review, approval, or signature from the AVC.
- Oversees records and document management, ensuring accurate organization, confidentiality, data security, and compliance with university policies.
- Drafts, edits, and coordinates correspondence, reports, presentations, meeting summaries, and communications on behalf of the AVC and Campus Life and Wellbeing initiatives.
- Provides technical and administrative support for in-person, hybrid, and virtual meetings, including Zoom, Microsoft Teams, WebEx, and other collaboration platforms.
- Assists with presentation preparation, meeting technology, and related communications.
- Partners with senior leadership, academic and administrative units, student affairs departments, campus wellbeing partners, and external stakeholders to coordinate high-level meetings, events, and strategic initiatives.
- Assists with budgetary and administrative processes, including reconciliation of accounts, procurement documentation, expenditure tracking, and preparation of routine administrative reports.
- Maintains time and labor records for designated Campus Life and Wellbeing staff and assists with payroll-related transactions, approvals, and reporting.
- Exercises sound judgment, discretion, tact, and professionalism in all interactions.
- Handles highly sensitive and confidential information with the utmost integrity and confidentiality.
- Performs other duties as assigned in support of the mission, goals, and strategic priorities of Campus Life and Wellbeing, Student Affairs and Campus Life, and the University.
- Understands responsibilities with respect to Title IX, Clery, and other compliance requirements.
- Demonstrates capacity, skill, and willingness to engage students, and contribute to student success.
- Understands responsibilities with respect to conflicts of interest, and behaves in ways consistent both with law and with University policy.
- Contributes toward creating a positive and respectful workplace.
- Uses access to sensitive and/or not yet public University related information only in the performance of responsibilities of position and exercises care to prevent unnecessary disclosure to others.
Requirements
- High School diploma.
- Four (4) or more years of administrative office or related experience.
- An Associate’s or higher degree may be substituted for two (2) years of the required experience.
- Previous customer service experience.
- Fundamental understanding of confidentiality and decorum essential in professional settings.
- Ability to maintain poise in stressful situations.
Skills
- Superior customer service skills.
- Superior interpersonal skills and ability to effectively engage persons of diverse backgrounds and identities.
- Highly cultivated active listening skills.
- Strong organization skills and ability to manage multiple tasks simultaneously.
- Proficient in use of Microsoft office suite software tools.
- Knowledge and proficiency in using the finance module for PeopleSoft and Summit Reports.
- Knowledge of typical university governance, organization structures, departments, systems, policies, and procedures.
Location
- Amherst
Work Type
- Full Time
- Onsite
Experience Level
- Four (4) or more years of administrative office or related experience.
Education Level
- High School diploma.
- Associate’s degree (in Business or related field).
Salary/Compensations
- Pay Grade: Non-Unit Classified Grade 15
About the Company
- Campus Life and Wellbeing (CLAW) is a division within the University.
- The University Wellbeing Strategic Plan is a key initiative.
- The CLAW Collaborative is a key initiative.