Human Resources Employment Opportunities

Administrative Coordinator

Apply now Job no: 504416
Position Type: Staff Full Time
Campus: UMass Boston
Department: VDC Business Development
Pay Grade: 27
Date opened: Eastern Standard Time
Applications close: Eastern Standard Time

General Summary: 

The Venture Development Center (VDC) is a professional, dynamic, efficient, and sustainable strategic business development center. By attracting and leveraging resources and expertise, the VDC builds innovative entrepreneurial collaborations between UMass Boston and industry sectors and assists faculty, staff and students, no matter what university they attended, to transfer promising technologies into new commercial enterprises.

The Administrative Coordinator will become an integral member of VDC team and assist the VDC staff in managing busy, complex day-to-day operations of a business incubator and operational activities related to executing VDC’s various programs in compliance with University’s policies and procedures and internal guidelines.

Examples of Duties: 

Manage the day-to-day operations of the Center:

  • Maintain neat and optimal working environment of all physical spaces of the VDC, including the common areas, conference rooms, offices, labs, kitchen and VDC storage areas; organize the coffee bar, storage rooms and stock kitchenette items and ensure kitchen and office supplies are stocked in a timely manner; open and close the center during week days;
  • Work with the university departments to initiate and follow through on the day-to-day operations requests as needed;
  • Manage electronic key and office key requests for VDC partners;
  • Assist with on-boarding new partners, and vacating and preparing working space for new partners to join
  • Analyze current office and business processes and policies, identify areas of improvement and implement creative solutions to support and enhance the effective and efficient operations of the VDC, and take part in financial planning and decision-making;
  • Establish protocols to maintain a secure, professional and organized work environment within the VDC;
  • Develop and maintain effective relationships with other operating departments at the University to ensure availability of services, and coordination and integration of activities such as IT, Customer Services, and Facilities.

Manage Financial and Personnel Operations of the VDC:

  • Manage purchasing for the department through University BuyWays Purchasing System;
  • Assist Program Manager to prepare monthly invoices and deposit forms as well as ensure check payments being deposited in Bursar’s Office in a timely manner;
  • Assist Program Manager with handling ProCard reconciliation, making travel arrangements for Center staff and travel reimbursement;
  • Create and keep track of Electronic Personnel Action Form (ePAF) for new hires and terminations, and assist VDC partners with filling out the contingent workers packet and create/terminate Personal Action Form based on their relationship status with the VDC;
  • Manage personnel files and serve as a time keeper of the department on a weekly basis.
  • Coordinate new hourly employees to attend HR self time reporting training and ensure the hourly employees to enter their time on a weekly basis by following HR protocols;
  • Assist new hourly employees with BeaconCard signup process, UMB staff email and HR Direct login process for reviewing/downloading pay-stubs and W2s.

Support the staff and clients of the Center:

  • Serve as the first point of contact at VDC’s front desk to greet and direct customers and guests, students and faculty, answer their questions and handle general customer service needs and requests;
  • Assist Program Manager with event planning, including organizing logistics and catering for various events for the VDC community, UMass Boston students and alumni, workshops and other events supporting VDC programs. The incumbent may be asked to occasionally work outside normal work hours to accommodate special events;
  • Maintain calendars and arrange the logistics, coordination and scheduling of appointments, meetings, seminars, luncheon/dinners and special events; assist clients with audio, web and video conferencing;
  • Provide administrative support for the Center, including but not limited to checking and answering VDC’s general email and voicemail; greeting visitors, responding to inquiries and/or directing them to appropriate staff; and arranging center tours and visits;
  • Disseminate VDC announcements and newsletters and other marketing materials, physically or online, and sort and distribute incoming mail and deliveries;
  • Assist clients with AV requests;
  • Maintain the center's filing, tracking and scheduling systems and CRMs;
  • Provide general programmatic support and perform other duties as assigned.

Qualifications: 

Bachelor’s Degree in Business, Communications or a closely related field relevant to business operations and a minimum of five to seven (3-5) years of professional experience in operations, office management/administration, and/or communications, preferably in an institute of higher education or research environment, required.

Preferred Qualifications:

  • Customer service oriented and highly responsive;
  • Very reliable and organized, able to multi-task, proactive, self-starter with good judgement;
  • High energy, driven, un-entitled, handles adversity and ambiguity, and seeks responsibility and ownership;
  • Good understanding of standard office procedures and have strong communications and interpersonal skills;
  • Strong organizational, follow through and attention to detail skills;
  • Ability to prioritize work, meet deadlines and keep detailed, accurate information and records;
  • Utmost confidence in handling sensitive and confidential issues and information;
  • High integrity and discretion;
  • Ability to interface with people at all levels of the organization;
  • Ability to work both independently and cooperatively in a fast paced environment;
  • Demonstrated passion for startups, and a desire to help them to succeed.

Knowledge, Skills and Abilities:

  • Excellent PC skills-Word, Excel and Power Point

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Salary Ranges

All official salary offers must be approved by Human Resources.

Applications close: Eastern Standard Time

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All official salary offers must be approved by Human Resources.

The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.

The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.

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