Updated: 2 months ago
Location: Amherst, MASSACHUSETTS
Job Type: FullTime

About University of Massachusetts Amherst:

UMass Amherst is one of the major public research universities in America. Nestled in idyllic Amherst, Massachusetts, the campus is consistently ranked among the top public research universities in the nation, and offers a rich cultural environment in a rural setting close to major urban centers.

Job Description:


Monday-Friday 9am-5pm

Assure the efficient and effective functioning of all aspects of the Physics Department Graduate Program. Primary liaison to the Graduate School in tracking approximately 80-90 active graduate students. Serve as primary point of contact and counsel for graduate students from application through graduation.


  • Plan, organize and coordinate all activities involving the Department's Graduate Program, including graduate student recruitment, admissions, and currently enrolled students.  Inform current and incoming Graduate Program Director and faculty committee chairs regarding current policies and procedures. Maintain communication among the committees, ensuring timely processing of documents and adherence to graduate school procedures.
  • Maintain complete and accurate graduate student records. Day to day administration of 80 - 90 active graduate student files. Develop and maintain     graduate student database, tracking student actions including appointments, fellowships, degree eligibility, Masters and Ph.D. proposals, Ph.D.   committees, and statutes of limitation. Confer regularly with Graduate Program Director to review students' progress. Develop and run reports and  spreadsheets using this database. Compile statistical data for department, university and professional physics publications.
  • Assist current students with problems and questions related to degree requirements, department qualifying exams, employment, housing and research program opportunities, and progression timelines dictated by the Graduate School.   
  • Department liaison to the University Graduate School.  Responsible for dissemination of timely and accurate information to faculty, graduate students,  and staff regarding Graduate School and Department, policies, procedures, changes, deadlines, new forms, etc. Review and edit Physics Department Graduate Program web site on a continual basis, ensuring accurate information is maintained for public consumption.
  • Admissions Committee: Receive and respond to all applications to the Physics Graduate Program. Organize and maintain files for approximately 180 applicants each year, maintaining an applicant database to track materials submissions, acceptance status, visa requirements, etc. Track fellowship funds received and offered during admissions recruitment. Prepare paperwork. Main department contact for all prospective students' questions and requests. Assist incoming students with admissions requirements, visa applications, housing, payroll, department office assignment and other procedures as required. Coordinate logistics of fall department and graduate school orientations and department research group presentations.
  • Maintain TA budget, tracking revenue and expenses for teaching assistants. Prepare TA appointments.
  • Contact faculty regarding RA appointments and confirm availability of grant funding. Prepare RA appointments. Meet appointment deadline and track all student appointments to be sure no one misses a paycheck.
  • Recruitment:  Respond to hundreds of inquiries via email; prepare and disseminate recruiting materials; represent the Department of Physics at University recruiting meetings. Develop and ensure accurate production of research program marketing materials. Review and update current materials as needed. Coordinate logistics of on campus graduate student recruitment- travel, accommodations, meetings, evening activities, etc.
  • Via SPIRE, process on-line registration for restricted graduate level course and independent study. Assist students with general registration emergencies.
  • As a team member of the Department's Main Office staff, assist faculty, staff, students and visitors. Perform other duties as required.


  • Proficiency with PC/Windows based office computing applications, including MS Word, Excel, Publisher and Access  
  • Ability to plan, initiate and maintain spreadsheets and databases for information retrieval and financial planning. Some experience with general  accounting or bookkeeping required.
  • Excellent written and verbal communication skills with working knowledge of Business English, spelling, grammar, and punctuation.
  • Excellent organizational skills, ability to prioritize work effectively and efficiently.
  • Ability to problem solve and to work independently with a minimum of supervision.
  • Ability to effectively train and supervise the work of a departmental student assistant.
  • Must be capable of interacting positively with  people from varied backgrounds, including faculty, students, staff, and the general public.
  • Ability to communicate respectfully with international students.


  • Minimum of three years of relevant office experience.
  • Experience in an academic department at an educational institution preferred.
  • Experience with university administrative systems, such as peoplesoft or spire is preferred.
  • Associates degree in Business Administration preferred.

Additional Information:

On-Campus applicants are defined as Amherst Campus non-student employees

The University of Massachusetts 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, the University of Massachusetts 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 University of Massachusetts to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

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