Clerk IV Administrative Support
Clerk IV Administrative Support
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Job Description
About UMass Amherst
UMass Amherst the Commonwealths flagship campus is a nationally ranked public research university offering a full range of undergraduate graduate and professional degrees. The University sits on nearly 1450acres 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
Provides administrative and clerical support to the Department of Health Promotion and Policy. Participates in supervision of student workers. Prepares tracks and files general financial forms including but not limited to purchasing travel and reconciling accounts. Assists in the preparation of Human Resource (HR) and financial reports proposals and miscellaneous office materials using various software packages such as Microsoft Office Suite PeopleSoft and Summit. Provides administrative support to the Graduate Program Director. These administrative duties require extensive knowledge of School and University administrative and academic policies procedures and systems as well as a high level of discretion when handling confidential material and information.
Essential Functions
Administrative
- Provides a broad range of administrative & secretarial support for the chair and faculty members.
- Retrieves data; runs and creates reports from various Student HR Financial and other databases.
- Creates and maintains various confidential files.
- Coordinates and distributes regular departmental communications related to all faculty staff and student issues.
- Supports coordination of departmental events and AV projector reservations.
- Orders supplies and other items when necessary using University systems.
- Works with building coordinator and IT to oversee processes related to facilities phones repairs keys bins etc.
- Gathers and distributes mail for department. May participate in the faculty and staff interview process by working with SPHHS HR to review search documentation for accuracy.
Financial & Personnel
- Prepares and/or advises in preparation of financial and personnel forms for faculty staff and students.
- Performs monthly reconciliation of funds receipts bank statements etc. using University systems.
- Runs financial reports including expenditures and budget information in Summit.
- Processes travel and purchasing transactions using University systems.
- Tracks and makes payments for department professional dues and accreditation payments.
- Partners with the Research Administration Office to calculate and track faculty buyouts.
- Participates in coordinating with Deans Business Center to support all HR and Personnel issues for the departments faculty staff and student employees including but not limited to hiring onboarding timekeeping leave etc.
Student Support
- Assists Chair and Associate Chair with both undergraduate and graduate course scheduling each semester.
- Coordinate with the Graduate Program Director and current and prospective students to support a variety of academic and financial issues for the Graduate Program including but not limited to processing paperwork forms visas distributing communications assisting with policy compliance issues etc.
- Processes changes related to degree requirements credited internships independent studies practicums changing majors and tracks advisor assignments Spire course exceptions etc.
- Trains supervises and assigns work to hourly student employees.
- Keeps all student forms up to date once program directors make changes.
Other Functions
- Supports Schoolwide and Departmental Initiatives.
- Performs other duties as required.
Minimum Qualifications (Knowledge Skills Abilities Education Experience Certifications Licensure)
- High school diploma or equivalent.
- Two 2 years of fulltime (or equivalent) clerical work experience in a professional office environment.
- Competency with Microsoft Office Suite (Word Excel PowerPoint Outlook) and Adobe.
- Ability to communicate clearly and professionally (reading writing comprehension) and maintain harmonious working relationships with tact.
- Excellent attention to detail and accuracy especially when working with mathematical computations and maintaining records within standard filing procedures.
- Commitment to inclusion and the understanding of diverse thoughts cultures race and gender.
- Excellent organizational skills including the ability to prioritize workload effectively and efficiently manage multiple tasks accurately and track/report progress on activities.
- Ability to exercise independent judgment handle confidential information and make decisions in the performance of routine and urgent tasks.
- Ability to assist in training and supervising student employees.
Preferred Qualifications (Knowledge Skills Abilities Education Experience Certifications Licensure)
- Familiarity with SPIRE PeopleSoft Summit BuyWays etc.
- Experience working with UMass administrative and academic policies procedures and systems.
Physical Demands
Typical office environment.
Work Schedule
Monday Friday 8:30am5:00pm.
Salary Information
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 pregnancyrelated 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.
Employment Type
Full-Time
