Clerk IV (Office Manager)

UMass Boston; Amherst (MA); On-site; USD 40,000 - 70,000; Full time

Job summary

Join a prestigious public research university as an Office Manager, where you'll provide vital administrative support to enhance educational initiatives. In this role, you will manage workflows, coordinate travel, and maintain organized records, ensuring the smooth operation of the Center for Teaching and Learning. Your excellent communication and organizational skills will be essential as you liaise with faculty, staff, and external partners. This opportunity allows you to thrive in a collaborative environment while contributing to the academic success of students and faculty alike. Embrace the chance to make a meaningful impact in a vibrant educational setting!

Qualifications

• 2 years of office experience or an Associate's degree can substitute for experience.
• Excellent communication, organizational, and problem-solving skills required.

Responsibilities

• Provide executive support to CTL and IDEAS Directors, including calendar management.
• Coordinate travel arrangements and manage office supplies and budgets.

Skills

Interpersonal Skills

Communication Skills

Organizational Skills

Problem-Solving Skills

Time Management

Attention to Detail

Education

Associate's Degree

Bachelor's Degree

Tools

Word Processing Software

Spreadsheet Software

Database Management Software

Job description

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

The Office Manager provides administrative support to Instructional Design, Engagement and Support (IDEAS) and the Center for Teaching and Learning (CTL) by establishing and implementing workflow processes, administrative record keeping, compiling administrative reports, making travel arrangements, supply purchasing, physical space management, conference rooms and meeting spaces, preparing correspondence and coordinating staff meetings.

Essential Functions

Executive Support to CTL and IDEAS Directors

• Represent the Directors of CTL and IDEAS in an appropriate manner exercising a high level of discretion and professionalism, tact, confidentiality, and sound judgment at all times. Provide general assistance to prospective and current faculty, administrators, students, and other visitors.
• Provide confidential executive level support to CTL and IDEAS including calendar management, travel arrangements and reimbursements, and complex meeting coordination. Assist personnel in all responsibilities and assignments including all routine clerical support (i.e. preparing correspondence, making appointments, answering and making phone calls, providing routine information, etc.).
• Act as direct liaison to administrators, department heads, faculty and staff from other departments within the University. Respond to inquiries regarding CTL and IDEAS awards and programs.
• Interact and negotiate extensively as business liaison with campus departments and off campus vendors to acquire needed goods and services.
• Represent CTL and IDEAS to external constituencies and help build effective relationships.
• Coordinate travel and lodging arrangements for guest speakers and presenters. Facilitate needed paperwork associated with honoraria and guest travel expenses. Ensure successful and positive experience for visitors to campus.
• Organize and purchase office supplies, including office equipment, computers, furniture, and promotional materials. Inventory as needed, fulfill requests, and assist in ordering office supplies as needed.
• Assist with staff and faculty recruitment, coordinate hiring processes for staff and students, and ensure individuals have the necessary access to university software and systems.

Office Management

• Serve as a resource to CTL and IDEAS staff around university policies and procedures.
• Maintain an organized electronic and physical administrative and programming filing system for CTL and IDEAS. Maintain internal budget systems to monitor expenditures across programming types. Assist CTL and IDEAS staff in preparing and submitting appropriate expense and travel forms and coordinate expense and budgeting as needed with Provost Office personnel and finance staff.
• Coordinate physical space assignments, office setup, office access, and IT needs for staff in CTL and IDEAS determining the necessity of IT/Enterprise Desktop Support (EDS) assistance.
• Coordinate CTL/IDEAS conference room schedules, provide technical and logistical support for conference room meetings, including remote meeting facilitation, and room setup.
• Assist in the coordination of compensation processes associated with faculty community programs, professional development grants and teaching awards. Organize and coordinate the processes associated with the College Outstanding Teaching Awards. Work cooperatively with CTL and IDEAS staff to ensure ongoing support for events and workshops in the event of unexpected absences, unusual increase in workload, and pressure for deadlines, etc.
• Assist in the supervision and assign tasks to undergraduate and graduate student workers and Clerk IV.
• Other duties/special projects as assigned. Performs related duties as assigned or required to meet Department, Executive Area/ Division and University goals and objectives.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• 2 years of full-time experience in office work.
• An Associate’s degree or above may substitute for 2 years of required experience.
• Excellent interpersonal, communication and public relations skills.
• Excellent written communication skills.
• Computer word processing, spreadsheet, and database management skills.
• Excellent organizational skills.
• Detail-oriented with good time management skills and the ability to work independently and in a team.
• Strong problem-solving skills.
• Ability to work effectively under pressure in varying situations with independence, competent judgment, discretion and tact. Ability to supervise, including planning and assigning work according to the nature of the task.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Knowledge of basic financial/accounting principles.
• Knowledge of University policies and procedures.
• Superior editing skills.

Physical Demands/Working Conditions

Typical office environment.

Additional Details

• Monday – Friday, 8:30am – 5:00pm; 37.5 hours per week.
• Occasional early morning or evening hours required for special events.

Salary Information

USA Grade 13

Special Instructions to Applicants

Please complete the online application, submit a resume and cover letter, and provide contact information for three (3) professional references to ensure consideration.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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, UMass Amherst 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 UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.