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
Under the direction of the Associate Dean of Student Recruitment, Inclusion, and Success, this position encompasses two activity areas, both of which are: 1) the Massachusetts Undergraduate Research Conference (MassURC) that includes planning, developing, collaborating, and executing the annual MassURC which supports the research of 1,000+ students at UMass Amherst as well as all Massachusetts public higher education institutions across the Commonwealth, 2) Student Success which includes collaborating and executing student success initiatives, as well as community building efforts across the honors student body.
Essential Functions
MassURC Coordinator
Event Management
- Liaises with 28 campus contacts and other lead stakeholders across all public institutions of higher education in Massachusetts to facilitate the abstract submission and review process between students and their faculty sponsors.
- Manages the processes of approving and scheduling 800+ student presentations.
- Serves as on-site or virtual production manager, working closely with venue staff, vendors, and AV team; proactively handle any arising issues and troubleshoot any emerging problems with set up and day-of conference activities.
- Determines and executes all conference logistics; venue and equipment rentals, facility needs and set up, AV requirements, and catering arrangements; coordinate with outside vendors regarding traditional poster boards and e-poster reservations, pricing, layout, etc.
- Executes all conference-related programming to include student presentations, welcome and keynote address, panel discussions, and other special sessions.
- Serves as point-person for all speakers and manages any speaker needs: travel, accommodations, honoraria.
- Hires, trains, supervises, and supports the undergraduate student Conference Assistant.
- Sets agenda and facilitates conference meetings, including but not limited to those with lead stakeholders, Advisory Committee, and administrative staff.
- Designs assessment instruments, analyzes, and evaluates the success of MassURC based on feedback from all conference constituents; produces executive reports for leadership and other major stakeholders to include proposed improvements to conference programs and operations.
- Recruits, assigns, trains, and collaborates with staff, faculty members, and graduate students in the Honors College to assist on the day of the conference and provide them with clear direction for undertaking their conference assignments.
Communications
- Promotes and publicizes the conference in collaboration with CHC Director of Communications (includes poster designs, social media plan & implementation, event app platform, presenter workshops, news releases, and signage).
- Designs, drafts, and disseminates emails, event app, and prints communications with all conference constituents, including prominent keynote speakers, state legislators, Department of Higher Education, state university and community college Presidents and Vice Presidents, Chancellor, Provost, deans and department heads, as well as faculty and students across the state; works in coordination with the UMass Amherst Office of University Relations – Government Relations.
- Plans, develops, and coordinates presenter workshops, webinars, and video recordings in support of the conference.
Database/Systems Management
- Ensures the effective operation of the online databases, event app platform, and email marketing system.
- Designs and manages contents of web, social media platforms and phone-based event apps.
- Monitors the online application/abstract submission process, and works directly with CHC IT staff, as well as participating students and faculty, regarding related inquiries and problems.
Budget
- Prepares and monitors the conference budget in coordination with the CHC Director of Administration & Finance.
- Identifies and negotiates contracts with event vendors: venue, catering, posters, e-Posters, event app, printers.
- Works with statewide stakeholders on securing sponsorships.
Student Success
- Provides support for diversity, equity, inclusion, and justice student-oriented initiatives in the Honors College, including the Social Justice and Belonging Collective.
- Assists with support and coordination of the CHC Thesis Experience, including honors thesis workshops that are offered in Fall and Spring each year, including collaborating with other units in the Honors College to ensure thesis success.
- Assists the Associate Dean with research and analysis of student programming needs with a priority on diversity, equity, inclusion, justice, and belonging.
- Organizes and maintains documents, data, and supporting materials that support honors co-curricular programmatic needs.
- Provides administrative support to the student program unit and functions, including working closely with the Coordinator of Events and Programs.
- Assists with the recruitment and informational sessions for new and transfer students with components of inclusion and belonging based on the Strategic Plan goals and objectives for DEIJ.
- Develops and maintains campus partnerships and collaborations of best practices towards creating excellence in Honors Student Success.
Other Functions
- Helps coordinate schedules, meetings and collaborative programs and events, as needed.
- Represents MassURC at statewide leadership meetings as requested.
- Performs other related duties as assigned.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- High school diploma or equivalent.
- Two (2) years of experience in events and/or conference management.
- Two (2) years of office experience.
- Experience and familiarity with computerized databases and web-based applications.
- Excellent organizational skills and attention to detail; ability to prioritize and balance work tasks in a demanding environment.
- Excellent problem solving and communication skills (both written and verbal).
- High degree of independent action, judgment, and initiative.
- Excellent computer skills to include thorough knowledge of Microsoft Word, Excel, Access, and Adobe Acrobat Pro.
- Ability to work accurately with information and data.
- Capable of working successfully with a diverse population, and to communicate clearly and tactfully with faculty, academic and non-academic professional and classified staff, administrators, students, and the general public.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- Bachelor’s Degree.
- Experience with email marketing systems and/or graphics design.
Physical Demands/Working Conditions
Typical office environment.
Work Schedule
Monday-Friday, 8:30am-5pm with occasional evenings or weekends.
Salary Information
Grade 15
Special Instructions to Applicants
Please include a cover letter, resume and a Statement of Contribution to Diversity, Equity and Inclusion. The Diversity Statement should identify previous experience and future goals. These contributions may result from lived experiences, academic and/or professional experiences, and/or mentoring, teaching, and outreach activities. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.
UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information 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 the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.