Clerk IV (Graduate Program Administrative Assistant)

The University of Massachusetts Amherst; Amherst (MA); Hybrid; USD 42,000 - 56,000; Full time

Job summary

The University of Massachusetts Amherst is seeking a Clerk IV (Graduate Program Administrative Assistant) to coordinate administrative activities for PBS graduate programs, including Masters and Ph.D. programs, and to support the Graduate Program Director and faculty in training, planning and provision.

The role requires strong organizational and communication skills, experience with academic settings, and proficiency with university systems to manage student records, admissions, and program

Qualifications

• High School Diploma with 3 years of relevant experience or an Associate's Degree with 1 year of relevant experience.
• Proficiency in standard computer applications (email, word processing, spreadsheets, databases).
• Ability to learn new systems and adapt quickly.

Responsibilities

• Coordinate administrative activities for graduate programs in PBS.
• Support admissions, recruitment, and onboarding of graduate students.
• Maintain records and confidential student information; track progress toward degree.

Skills

Interpersonal skills

Written and verbal communication

Organizational skills

Team collaboration

Adaptability to new systems

Education

Associate's Degree or higher with relevant experience

Tools

SPIRE

SLATE

Kuali

Prograds

Job description

Title: Clerk IV (Graduate Program Administrative Assistant)

Executive Area: Academic Affairs

College/School/MBU: College of Natural Sciences

Department: Psychology and Brain Sci

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

Job Summary

The Clerk IV / Graduate Program Administrative Assistant (GPAA) coordinates all administrative activities for the graduate academic programs in the Department of Psychological & Brain Sciences (PBS). Manages administrative functions for the four Graduate programs (Masters and Ph.D) within PBS, and provides support for the graduate program in behavior neuroscience. Works closely the Graduate Program Director (GPD) and other graduate program faculty & staff to support graduate academic work, graduate training, planning and provision.

Essential Functions

• Working collaboratively with the GPD and Graduate School, provides daily program administration and student support to continuing students, program coordination, and assessment of activities and procedures.
• Manage and support admissions, recruitment, & onboarding of new students across the multiple graduate programs within PBS. Communicate with applicants on status, program offerings and eligibility requirements, application process, and funding opportunities. Plan and manage graduate student community events, and assist with facilitation of graduate student awards.
• Maintain records, compliance and student progress tracking. Documents and maintain confidential academic records, student progress toward degree completion and student milestones for Masters & Ph.D. Maintain and update databases for tracking student progress and academic information.
• Assist the GPD in coordinating all student appointments. Processes and tracks graduate student appointments including teaching and research assistants, teaching associates, outside fellowships, training grants, graders, and graduate student hourly positions.
• Oversee and manages student-related communications, including newsletters and social media platforms. Disseminates updates about graduate program and activities to faculty, staff and students.

Other Functions

• Serves as backup support to other PBS staff as needed.
• Work collaboratively and effectively to promote teamwork, equality and inclusiveness.
• Work in partnership with colleagues within the CNS community and across the campus to support the Dean's strategic priorities.
• Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.

Minimum Qualifications

• High School Diploma with three (3) years of relevant experience or an Associate's Degree with one (1) year of relevant experience.
• Ability to work independently as well as collaboratively within a team environment.
• Strong interpersonal and written and verbal communication skills.
• Excellent organizational skills with strong attention to detail.
• Proficiency in computer applications, including email, word processing, spreadsheets, file management systems, communication tools, and database management.
• Demonstrated ability to quickly learn and adapt to new systems and technologies.

Preferred Qualifications

• Experience working in higher education environment.
• Administrative or managerial experience, preferably in an academic setting.
• Experience with UMass systems such as SPIRE and SLATE.
• Previous experience with Prograds and Kuali
• Understanding of FERPA laws and confidentiality of records.

Additional Details

Work to ensure compliance with department, college, Graduate School and university policies, including regulations affecting international students and state and federal law.

Serves as liaison between department and university offices, including the Graduate School, Office of Global Affairs, Continuing and Professional Education, Bursar, Financial Aid, and other University offices.

Collaborates with the GPD, the Department Chair, and PBS Chief Financial Officer, to aggregate and analyze data, assess program needs, improve student experience and retention, and produce reports.

At UMass Amherst and in CNS, we strive to be a community where every individual feels a sense of belonging, where every individual is included, and where every individual is valued. These values and goals are reflected in the College of Natural Sciences' Inclusive Excellence framework and in the UMass Amherst's For the Common Good: 2024-2034 Strategic Plan.

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.

This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement.

Salary Information

Pay Grade: USA/MTA Grade 13

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