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Operations/Program Assistant

Apply now Job no: 514132
Position type: Staff Full Time
Benefit Status: Benefited-Union
Campus: UMass Lowell
Department: College Engineering
Salary: Salary commensurate with experience and grade/range
Applications Open:
Applications Close:

General Summary of Position: 

Reporting to the Sr. Assistant to the Dean and IUCRC Technical Program Manager, this staff member will provide operational and programmatic support for college-based initiatives and the Windstar/SHAP3D Centers. This position is a split between the college (60%), Windstar (10%) and SHAP3D (30%). The staff member may be assigned priority tasks to smooth out time-critical issues often encountered during beginning and end of semesters needs for the departments. On a routine basis, the staff member will work on projects that are identified by the dean and department chairs which are essential but not time-critical.  

The ideal candidate must be able to/willing and easily move between the college and centers. S/he - They must be a highly motivated, innovative individual, who possesses keen attention to detail, a mastery of all UML platforms (PeopleSoft, Summit, HRDirect, PageUp, JobHawk, Buyways, T&E, Office365) and enjoys an ever-changing, fast-paced work environment.   

Operational Support, Dean’s Office:

  • Serve as the first point of contact for students, faculty, staff, community and industry partners.
  • Oversight of general engineering email and phone line; receive/direct internal phone and email inquiries, answer correspondence accurately and in a timely manner.
  • Approve travel and expense reimbursements for faculty, staff and students as needed.
  • Submit/manage monthly bank card reconciliations for Dean’s Office staff.
  • Oversee procurement for Dean’s office, support procurement for Lin Makerspace and Industrial Capstone program.
  • Approve travel authorizations (faculty/staff) on behalf of the Sr. Assistant/Dean.
  • Oversight of software renewal tracking and purchasing.
  • Utilizing PageUp, JobHawk and HRDirect, create and monitor Makerspace, MS Coop, and college-based advertisements and contracts (students, PT staff, ACF/ACP) as needed.
  • Assist with administrative logistics for internal and external college gatherings and functions such as: Faculty/Staff Retreats, Accelerator workshops, Industrial Capstone Showcase, Dean’s Scholar’s Reception and IDEA camp.
  • Assist with donor stewardship, alumni events and communications as needed.
  • Assist with website content creation and editing as needed.
  • Assist with budget and data analysis/reporting, and correspondence on Dean’s behalf.

Operational/Administrative Support, WindSTAR and SHAP3D I/UCRCs:

Center Operations:

  • Assists Center Directors and Technical Program Manager with center operations and administration (operating budgets, contracts/grants administration, payroll, purchasing) and communications.
  • Reviews and monitors monthly cost reports for all grant accounts.
  • Communicates with financial/research offices to rectify issues in accounts.
  • Tracks records and communications (invoices, publications, IP disclosures, reports, presentations, project data, software) and assists with documenting meeting minutes and agenda preparations.
  • Maintains membership (industry, faculty, students, prospective members) records.
  • Maintains center operations calendar (reporting, project proposal through closeout, invoicing).
  • Maintains centers data repositories.
  • Assists with report preparations and submissions.

Center Events:

  • Includes IAB meetings, center and site meetings, webinars, regularly scheduled project meetings, conferences and booths at technical and trade shows.
  • Coordinates event communications, registrations, non-disclosure agreement (NDA) signatures, travel arrangements, catering,
  • Assists with collection and distribution of meeting documents.
  • Assists with preparation of programs, name tags, and other necessities for events.
  • Provides operational and administrative support during events.

Coordinates Center Marketing:

  • Maintains center websites (content creation, design).
  • Makes recommendations and implements changes in website.
  • Assists and makes recommendations on Center branding.

Minimum Qualifications (Required):

Education and Experience:

  • High School Diploma or GED/equivalent with 3-5 years of related experience

Preferred Qualifications:

  • Bachelor’s Degree preferred
  • Experience in higher education and grants administration preferred
  • Experience with  Office365 and PeopleSoft preferred
  • Experience with accounting and financial software preferred

Additional Considerations:

  • Experience with web content editing/creation
  • Experience with donor relations/high level alumni, corporate partner and academic workgroup interactions
  • Significant event planning experience; comfort level working with vendors, oversight of volunteer staff, soliciting/negotiating bids, budget management and post event evaluation
  • Strong, succinct oral and written skills required for frequent communication, reporting and presentations
  • Must be self-motivated with a high degree of initiative and ability to multitask with no supervision
  • Requires extreme attention to detail and record keeping skills
  • Ability to use discretion when implementing strategies to meet goals and priorities
  • Desire to be engaged in the profession and participate in professional organizations

Special Instructions to Applicants:

Only current UML Employees within the Grants & Contracts (MTA/GRACE) bargaining unit will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.

This is a Grants & Contracts (MTA/GRACE) bargaining unit position, Grade P15.

Review of applications will begin immediately and continue until the position is filled; however, the posting may close when an adequate number of qualified applications are received.

This position is contingent upon funding. 

Please include a resume and cover letter with your application.  Names and contact information of three references will be required during the application process

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UMass Lowell


Francis College of Engineering
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The University of Massachusetts Lowell is committed to increasing diversity in its faculty, staff, and student populations, as well as curriculum and support programs, while promoting an inclusive environment. We seek candidates who can contribute to that goal and encourage you to apply and to identify your strengths in this area.

The University of Massachusetts Lowell is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.

Please read this "EEO is the Law" poster (pdf), which provides an overview of many relevant equal opportunity laws.