Clerk IV (Office Manager)

UMass Amherst; Amherst (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

UMass Amherst Clerk IV (Office Manager) in the Learning Resource Center (LRC) provides essential administrative support to the Senior Assistant Provost and LRC leadership.

This role leads the front desk, oversees student staff, and coordinates schedules, payroll, finances, and scheduling of university spaces.

Qualifications

• A high school diploma or equivalent and at least two (2) years of experience providing administrative or customer support, preferably in an office environment.
• Ability to effectively manage student employees, including planning and assigning work appropriately and monitoring for quality and consistency.
• Strong organizational skills and attention to detail.
• Strong computer skills, including Google Suite, Microsoft Excel, word processing, data entry, and databases. The ability to learn new technology at a moderate pace.
• Strong written and verbal communication skills with the ability to express thoughts clearly, concisely, and in a logical sequence.

Responsibilities

• Provide administrative support for the Senior Assistant Provost of Learning Resources and Undergraduate Research, including managing and coordinating schedules, correspondence, and day-to-day documents.
• Serve as lead receptionist and initial point of contact for the Learning Resource Center (LRC) and Office of Undergraduate Research and Studies (OURS) front office. Respond to inquiries regarding LRC and OURS programs, opportunities, and procedures and direct people to the appropriate office and/or resource as needed.
• Coordinate recruitment of prospective undergraduate applicants to the LRC. In partnership with LRC and OURS leadership, help with marketing and communications to ensure consistent messaging to the campus community and alignment of operations. This includes, but is not limited to, updating schedules on the website and communicating with campus partners.
• Serve as the LRC's student employment and payroll coordinator. Prepare and process required hiring documents for LRC's large team of undergraduate and graduate student staff in accordance with university policies and procedures. Coordinate with the Graduate School and the Office of Human Resources to ensure compliance with federal and state laws and regulations, and university policy and procedures. Enter and monitor student payroll ensuring accuracy and timely reporting and liaise with appropriate units as needed.
• Review course/class locations in university systems for accuracy. Book and maintain internal LRC rooms and schedule outside rooms for the LRC and associated programs as needed. Ensure appropriate use and maintenance of LRC spaces, including submitting facilities requests and work orders.
• Manage day-to-day purchasing and travel processing for LRC initiatives using university systems, and maintain inventory of learning materials, promotional materials, and office supplies. In consultation with the Senior Assistant Provost, maintain the Office Manager's budget designated to operations, food, and supplies.
• Hire, train, and supervise graduate and undergraduate student office assistants. Assign and review work, provide guidance and feedback, and address concerns if they arise.
• Assist in the collection and reporting of program data and metrics.
• Coordinate logistics for LRC events, conferences, and meetings; manage and track invitations and RSVPs, reserve space, prepare materials, manage catering and other purchases, and work with guest speakers and representatives from other departments as needed.
• Assist in promotional efforts and new student transition via Admissions Open Houses and events, New Student Orientation Resource Fairs, and other appropriate venues.

Skills

Administrative support

Customer service

Multitasking

Data entry

Communication

Confidentiality

Google Suite

Microsoft Excel

Word processing

Databases

Education

High school diploma or equivalent

Some college experience

Tools

Google Suite

Microsoft Excel

Word processing

Databases

Job description

• Title: Clerk IV (Office Manager)
• Executive Area: Academic Affairs
• College/School/MBU: Admin Support Units
• Department: Learning Resource Center
• Work Location: Amherst
• Schedule:Full Time
• Work Arrangement:Onsite

Job Summary

The Clerk IV (Office Manager) in the Learning Resource Center (LRC) performs administrative functions to support the operational and programmatic efforts of the office and serves as the primary administrative support to the Senior Assistant Provost and other LRC leadership. They also serve as lead receptionist for the office and oversee a team of student office assistants.

Essential Functions

• Provide administrative support for the Senior Assistant Provost of Learning Resources and Undergraduate Research, including managing and coordinating schedules, correspondence, and day-to-day documents.
• Serve as lead receptionist and initial point of contact for the Learning Resource Center (LRC) and Office of Undergraduate Research and Studies (OURS) front office. Respond to inquiries regarding LRC and OURS programs, opportunities, and procedures and direct people to the appropriate office and/or resource as needed.
• Coordinate recruitment of prospective undergraduate applicants to the LRC. In partnership with LRC and OURS leadership, help with marketing and communications to ensure consistent messaging to the campus community and alignment of operations. This includes, but is not limited to, updating schedules on the website and communicating with campus partners.
• Serve as the LRC's student employment and payroll coordinator. Prepare and process required hiring documents for LRC's large team of undergraduate and graduate student staff in accordance with university policies and procedures. Coordinate with the Graduate School and the Office of Human Resources to ensure compliance with federal and state laws and regulations, and university policy and procedures. Enter and monitor student payroll ensuring accuracy and timely reporting and liaise with appropriate units as needed.
• Review course/class locations in university systems for accuracy. Book and maintain internal LRC rooms and schedule outside rooms for the LRC and associated programs as needed. Ensure appropriate use and maintenance of LRC spaces, including submitting facilities requests and work orders.
• Manage day-to-day purchasing and travel processing for LRC initiatives using university systems, and maintain inventory of learning materials, promotional materials, and office supplies. In consultation with the Senior Assistant Provost, maintain the Office Manager's budget designated to operations, food, and supplies.
• Hire, train, and supervise graduate and undergraduate student office assistants. Assign and review work, provide guidance and feedback, and address concerns if they arise.
• Assist in the collection and reporting of program data and metrics.
• Coordinate logistics for LRC events, conferences, and meetings; manage and track invitations and RSVPs, reserve space, prepare materials, manage catering and other purchases, and work with guest speakers and representatives from other departments as needed.
• Assist in promotional efforts and new student transition via Admissions Open Houses and events, New Student Orientation Resource Fairs, and other appropriate venues.

Other Functions

• Attend trainings and staff meetings as required.
• Perform routine office tasks such as copying, filing, data entry and mailings, as well as other administrative/clerical duties as assigned.

Minimum Qualifications

• A high school diploma or equivalent and at least two (2) years of experience providing administrative or customer support, preferably in an office environment.
• Ability to effectively manage student employees, including planning and assigning work appropriately and monitoring for quality and consistency.
• Ability to work effectively in a fast-paced environment, including the ability to multitask, manage time efficiently, and address situations with independence, discretion, and tact.
• Strong organizational skills and attention to detail.
• Strong computer skills, including Google Suite, Microsoft Excel, word processing, data entry, and databases. The ability to learn new technology at a moderate pace.
• Excellent interpersonal skills with the ability to create and maintain harmonious relationships with a diverse population of stakeholders.
• Strong written and verbal communication skills with the ability to express thoughts clearly, concisely, and in a logical sequence. Ability to adapt communication based on the audience.
• Ability to exercise sound judgement and maintain confidentiality.

Preferred Qualifications

• Some college experience.
• Experience working with undergraduate students and/or in a higher education environment.
• Previous experience supervising students, staff, or volunteers.
• Knowledge of UMass policies and procedures.

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 - 5:00PM.

May be required to work occasional nights and weekends.

Salary Information

Pay Grade:USA/MTA Grade 13