Clerk IV (Office Manager)

The University of Massachusetts Amherst; Amherst (MA); On-site; USD 40,000 - 70,000; Full time

Job summary

An established institution seeks a dedicated Office Manager to enhance the operational efficiency of its Learning Resource Center. In this pivotal role, you will provide comprehensive administrative support to leadership, manage undergraduate staff, and ensure smooth day-to-day operations. Your responsibilities will include coordinating hiring processes, managing schedules, and overseeing event logistics while fostering a welcoming environment for students and stakeholders. This is an exciting opportunity to contribute to a vibrant academic community and support innovative educational initiatives. If you thrive in a dynamic setting and possess strong organizational skills, this role is perfect for you.

Qualifications

• 2 years of full-time office experience required.
• Strong computer skills, including Microsoft Excel and databases.
• Previous supervisory experience preferred.

Responsibilities

• Provide administrative support to the Executive Director of the LRC.
• Oversee hiring and payroll for undergraduate staff.
• Coordinate events and manage room reservations.

Skills

Customer Service

Office Management

Multitasking

Interpersonal Skills

Time Management

Education

Associate's Degree

Bachelor's Degree

Tools

Microsoft Excel

SAP Concur

SPIRE

R25

25 Live

Job description

Apply now Job no: 526511
Work type: Staff Full Time
Location: UMass Amherst
Department: Learning Resource Center
Union: USA/MTA
Categories: Administrative & Office Support, USA/MTA

About UMass Amherst

The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued—and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world.

Job Summary

The Learning Resource Center (LRC) serves as the central academic and undergraduate support unit for UMass Amherst. The LRC is looking to hire an Office Manager to support the operational and programmatic efforts of the office and serve as primary administrative support to the Executive Director and other LRC leadership. The primary duties of this position include serving as reception and primary point of contact for LRC administration and overseeing a team of undergraduate office assistants. Administrative duties include managing room reservations, undergraduate student hiring and timekeeping, purchasing and travel coordination, and additional clerical duties.

Essential Functions

• Provide administrative support for the Executive Director of the LRC, including managing schedules, correspondence, and day-to-day documents.
• Serve as primary point of contact for all LRC business, including liaising with on-campus entities such as Human Resources, Information Technology, the Registrar, and the Provost’s Office, as well as with the UMass President’s Office, other UMass campuses, and other external stakeholders.
• Prepare and process hiring of all LRC undergraduate staff (approximately 180 to 250) and enter payroll, time, and labor information. The position requires working with work study, non-work study, and international student employees and employment procedures. Duties also include collaboration with other campus departments in a payroll capacity.
• Coordinate and input payroll for the unit, including undergraduate, graduate and staff payroll.
• Monitor course/class locations for accuracy, including but not limited to SPIRE, R25, etc. Book rooms via the 25 Live system and maintain LRC rooms and schedule outside rooms for the LRC and associated programs.
• Manage all purchasing and travel for LRC initiatives using SAP Concur, and maintain inventory of learning materials, promotional materials, and office supplies. In coordination with the Executive Director, maintain an Office Manager budget designated to the operations, food, and supplies related to the center.
• Manage the LRC and OURS front office as lead receptionist including the hiring, training, and supervision of graduate and undergraduate office assistants.
• Assist in academic reporting, data mining, data input and reporting for the Executive Director and the center. This includes but is not limited to college and campus level efficacy studies.
• Coordinate of LRC events, conferences, and meetings, including reserving space, working with guest speakers, managing catering and other purchasing, and effectively working with representatives from other departments.
• Handle inquiries (in-person, phone, and email) regarding LRC and OURS programs, opportunities and procedures from faculty, staff, and various academic and student affairs offices/units, including prospective and current students and their families.
• Coordinate recruitment of prospective undergraduate applicants to the LRC. In partnership with LRC and OURS leadership, help with LRC and OURS marketing, and maintain communication and consistency of LRC and OURS schedules, events and operations to the campus community. This includes updating schedules on our website, communicating with campus partners and communicating the alignment of our operations with campus partners.
• Assist in promotional efforts and new student transition via Admissions Open Houses and events, New Student Orientation Resource Fairs, and other appropriate venues.
• Perform routine office tasks such as copying, filing, data entry and mailings, as well as other administrative/clerical duties as required/assigned.
• Attend training meetings and staff meetings as required.

Other Functions

• Performs other clerical duties as assigned to support the Executive Director and the unit.

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

• Two (2) years of full time experience in office work.
• An associate's degree or above may be substituted for two (2) years of required experience.
• At least one (1) year of customer service, office management or related experience.
• Previous supervision experience; including student, staff employees or volunteers.
• Ability to supervise and monitor quality and consistency, including planning and assigning work according to the nature of the task.
• Ability to work effectively in a busy environment, including the ability to multitask, manage time efficiently, and address situations with independence, discretion, and tact.
• Strong computer skills, including Microsoft Excel, word processing, data entry, and databases.
• Excellent interpersonal skills and an ability to communicate with a diverse group of students and stakeholders.

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

• Some college experience preferred.
• Experience working with undergraduate students and/or in a higher education environment preferred.
• Knowledge of UMass policies and procedures preferred.

Physical Demands/Working Conditions

Typical Office Environment.

Work Schedule

• 8:30am to 5:00pm; Monday through Friday.
• Some nights and weekends may be required depending on programmatic needs.
• 37.5 hours per week.

Salary Information

USA/MTA Non-Exempt Grade 13.

Special Instructions to Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

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