Clerk IV (Administrative Assistant)

University of Massachusetts Amherst; Amherst (MA); On-site; USD 42,000 - 60,000; Full time

Job summary

University of Massachusetts Amherst Clerk IV (Administrative Assistant) is responsible for providing administrative support within the College of Education. Under the Assistant Dean of Administration & Operations, you will assist with coordinating department activities, maintaining records, and supporting faculty and students.

This onsite, full-time position requires strong organization, attention to detail, and the ability to work independently and with a team.

Qualifications

• High school diploma or equivalent required with two years of administrative experience.
• Ability to work independently and as part of a team, prioritize tasks, and follow policies.
• Excellent written and oral communication skills and attention to detail.
• Experience with Microsoft Office and ability to learn new software quickly.

Responsibilities

• Provide high-quality administrative support to department Administrators.
• Maintain calendars, databases, procedures, handouts and webpages.
• Assist with data entry and notifications for student forms and grants and awards.
• Plan, arrange and organize department events including venues, catering, and transportation.

Skills

Administrative work

Written communication

Oral communication

Organization

Microsoft Office

Record keeping

Independent work

Team collaboration

Confidentiality

Problem solving

Travel coordination

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Microsoft Teams

Slack

Zoom

Job description

Title: Clerk IV (Administrative Assistant)

Executive Area: Academic Affairs

College/School/MBU: College of Education

Department: Dean - College of Education

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Onsite

Job Summary

Under the direction of the Assistant Dean of Administration & Operations, provides administrative support to the academic departments within the College of Education. Works collaboratively with the College Administrative Team, including the Assistant Dean, Department Administrators, and hourly student workers, to advance the College’s social justice mission and provide consistent administrative and reception support to faculty and students. Coordinates and manages day-to-day departmental administrative operations and needs.

Essential Functions

• Provides high quality, comprehensive administrative support to the Department Administrators.
• Keeps materials up to date and maintains resources for department faculty, adjuncts, University instructors and students. Assists with organizing, filing, and updating departmental files and archives (evaluations, syllabi, CVs).
• Assists with maintaining calendars, databases, procedures, handouts and webpages.
• Assists with data entry and notifications for student forms and grants and awards.
• Plans, arranges, and organizes department events to include scheduling venues and space reservations, coordinating catering orders, hotel bookings, and transportation needs. Travels locally to implement department events’ logistics.
• Provides logistical help for faculty searches. Tracks spending for each event.
• Provides departmental meeting support in the form of note/minute taking, zoom set up for hybrid meetings, and ordering refreshments for in-person meetings. Attends department and college meetings as requested and needed and follow-up on issues/problems that arise.
• Manages student workspaces; tracks and maintains workstation keys.
• Maintains office door signs, directories, bulletin boards and signage in departments.
• Coordinates departmental office & kitchen supplies. Assesses reorder needs and restocks as appropriate. Organizes supply closets and maintains kitchen areas and department spaces.
• Assists in picking up and delivering materials, supplies and documents.
• Monitors departmental copiers and printers for ink, toner, paper, and service needs.
• Monitors mailboxes, departmental swag and assessment materials as needed.
• Manages balances of copy/print cards for students and assists in bookkeeping/record keeping where needed.
• Runs reports and queries for departments at designated times to aid in enrollment management, course scheduling and meeting academic year deadlines.
• Processes assistantships and helps to manage GEO hiring memos.

Other Functions

• Serve in a back-up role for other College of Education Office staff as appropriate and needed.
• Attends meetings related to academic course scheduling as needed.
• Provides appropriate confidential administrative support for department personnel actions including staff and faculty searches, appointments, tenure, promotions, leaves and reviews.
• Performs other duties as assigned by supervisors, showing adaptability and flexibility to accomplish goals.

Minimum Qualifications

• Applicants must have a high school diploma or equivalent and two (2) years of full-time or equivalent part-time experience in administrative work.
• Ability to stay on task and work productively with a significant amount of independence, as well as work collaboratively with a team. Must be able to prioritize, adapt, and follow guidelines, procedures and policies.
• Excellent written and oral communication and language skills.
• Experience writing and editing correspondence.
• Excellent organizational skills and attention to detail with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.
• Experience with Microsoft Office and the ability to learn new software and procedures with minimal training and supervision.
• Ability to compile and maintain detailed, thorough, and accurate records.
• Excellent interpersonal communication skills. Ability to work effectively with and provide clear information to a diverse population of faculty, students and administrators.
• The ability to think through problems, organize information, identify key factors and underlying causes to generate solutions.
• Ability to work effectively under pressure with independence and discretion, and to exercise sound judgment and maintain confidentiality.
• Flexibility to work with initiative, and willingness to take on a variety of tasks related to the successful operation and administration of the unit.
• Must be able to reliably and independently travel to various work sites, vendor sites and event locations to support departmental events and activities.

Preferred Qualifications

• Bachelor’s degree preferred.
• Experience In An Academic Administrative Office Setting Preferred.
• Prior knowledge of UMass policies, procedures, and systems preferred.
• Experience using Microsoft Team, Slack, Zoom or other online collaborative software.

Additional Details

This position is subject to final budgetary and administrative approval.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday-Friday 8:30am – 4:30pm

Salary Information

Pay Grade: USA/MTA Grade 13

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified.