Clerical Assistant (Administrative Assistant) Flexible Education & UWW

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 1450-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 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

Provides general administrative support tothe Flexible Education Division and University Without Walls includingassistancewithschedulingevent coordination clerical tasks andbuilding coordination. Supports staff students and campuspartnersbymaintainingorganized recordsfacilitatingcommunications and contributing to efficient daily workflow across both units.

Essential Functions

• Provides exceptional customer service to those who contact the Flexible EducationDivisionand University Without Walls.
• Answersphones respondsto inquiriesandgreetsvisitors. Provides clearandtimelyresponsesto inquiriesanddirectsthemto theappropriate resourceas needed.
• Assistsstaffwithroutine schedulingandoffice coordination tasks. Reserves space as needed andprovideslogisticalsupport for meetings small eventsand office prepare materials tracks participation and supports set-up needs.
• Prepares organizes and distributes routine documents materials correspondence and records.
• Responsible formaintainingand ordering office supplies.
• Assistswith routine department communications such as reminders or announcements and supports simple updates to department websites or information pages under staff direction.
• Serves as the buildingand spacecoordinator for the access includingcard access and ordering office building issues to Facilities & Campus Servies and shares pertinent communications with cubiclescreates/updates mailboxesupdates distribution lists and the staff directory and completes the yearly space audit to accurately reflect occupancy.
• Providesbasic support forstudents general information to studentsregardingoffice procedures and campus resources referring more complex questions toappropriate processing standard student or program forms and basic tracking lists or logs related to program shared email accounts and routes messages appropriately.
• Enters and updates information in spreadsheets tracking tools and approved systems.
• Maintains organized digital and paper filesin accordance withuniversitypolicy andprocedure.
• Assistswith gathering information needed for routine reports.
• Processes standard submissions through platforms such asDocuSign OneDriveandGoogle Drive.

Other Functions

• Performs otherduties asassigned to support efficient and effective office operationsand meet department and/or universitybusiness needs.

Minimum Qualifications (Knowledge Skills Abilities Education Experience Certifications Licensure)

• High school diploma or equivalent.
• Minimum of three (3) years of administrative or clerical experience.
• Proficiencywith standard office software ( Office Suite Google Workspace Email Calendars).
• Ability to communicate effectively in writing and verbally.
• Good attention to detail with theability to organize and prioritize tasks andmaintainaccuraterecords.
• Ability to providepleasant and professionalcustomer service to a diverse population.
• Ability touse sound judgement andhandleconfidential information with discretion.
• Ability to remain in a stationary position for extended periods.
• Ability use or learn how to use standard office equipment.
• Ability to moveaboutthe office as necessary to complete tasks.

Preferred Qualifications (Knowledge Skills Abilities Education Experience Certifications Licensure)

• Bachelors degree.
• Knowledge of University policies procedures and common campus forms.
• Experience in higher education or a student-facing office.
• Ability to guide and/or coordinate the work of student employees.

Physical Demands/Working Conditions

• Typical office environment; will use standard office equipment.
• Will remain in a stationary position for extended periods.
• Will be required to moveaboutthe office as necessary to complete tasks.

Work Schedule

• Will be scheduled for up to 30 hours per week within the hours of 8:30am-5:00pm Monday-Friday. The exact schedule will be determined based on the business needs of the units.
• This is a temporary non-benefitted position.

Salary Information

• $20-$23 per hour.

Special Instructions to Applicants

Along with the online application please submit a resume. References will be checked at the finalist stage. Please be prepared to provide the contact information for at least one (1) professional reference.

The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.