Clerk IV Office Manager
Clerk IV Office Manager
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Job Description
About UMass Amherst
The flagship of the Commonwealth the University of Massachusetts Amherst is a nationally ranked public landgrant 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 1450acres in scenic Western Massachusetts and boasts stateoftheart facilities for teaching research scholarship and creative activity. The institution advances a diverse equitable and inclusive community where everyone feels connected and valuedand 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 daytoday documents.
- Serve as primary point of contact for all LRC business including liaising with oncampus entities such as Human Resources Information Technology the Registrar and the Provosts Office as well as with the UMass Presidents 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 nonwork 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 (inperson 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 associates 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 NonExempt 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.
Required Experience:
IC
Employment Type
Full-Time
