Clerk IV (Off Campus Student Life Assistant)

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

Under the general direction of the Director of Off Campus Student Life the position performs administrative and project work support for the Dean of Students Office/Off Campus Student Life program.

Essential Functions

• Provides direct administrative support to the Director of Off Campus Student Life and Off Campus Student Life staff including calendar management travel arrangements financial transactions drafting internal/external official communication triaging concerns and inquiries for services and documenting them into appropriate tracking systems scheduling meetings reserving meeting/event space as directed preparing information for meetings and presentations typing of documents drafting communications assisting with projects and initiatives as well as supporting event planning and execution. Supports internal and external communications regarding Off Campus Student Life programs and services.
• Provides reception service for the Off Campus Student Life program: answers telephone greets walk in visitors screens and tracks student and community member concerns and requests for services and directs inquiries to the appropriate staff member. Provides administrative support to Student Parent Programs staff and processes as needed.
• Supervises 2-4 student staff performing clerical support to the Off Campus Student Life processes and coordinates trainings to ensure exceptional and timely reception services are provided to students families faculty staff and community members requesting services or information. Manages all Off Campus Student Life student employees time reporting and payroll processes and supports student employee hiring processes.
• Oversees the operations of the Off Campus Student Center which includes tracking usage managing center resources and perform ongoing audit of the center inventory.
• Supports the execution of financial operations for Off Campus Student Life: procurement Bank Card management travel coordination expense reimbursement and budget reconciliation. Maintains electronic records and generates monthly accounts receivable and payable reports for review by the Dean of Students Office Manager Director of Off Campus Student Life Senior Associate Dean of Students and the Dean of Students.
• Supports the planning and execution of signature programs including coordinating registration check in check outs resources fairs etc. Manages office and programs inventory which includes routine audit and arrangement of storage space and program supplies and provide regular reports about current stock potential shortage and potential order issues.
• Attends workshops classes or training sessions required to fulfill job duties and to advance skills and knowledge in areas such as computers software programs interpersonal communications and project management.
• Supports the Dean of Students Office and the Dean of Students Collaborative events and initiatives. Supports Dean of Students Collaborative purchases and budget reconciliation processes.
• Performs duties as assigned or required to meet department Student Affairs and Campus Life and University goals and objectives.

Other Functions

• Perform related duties as assigned or required. Understands responsibilities with respect to Title IX Clery and other compliance requirements.
• Demonstrate capacity skill and willingness to engage students and contribute to student success.
• Understand responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with university policy.
• Contribute toward creating a positive and respectful workplace. Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.

Minimum Qualifications (Knowledge Skills Abilities Education Experience Certifications Licensure)

• High School Diploma or equivalent.
• Two years of full time work experience in a high volume office on a college campus or similar work environment.
• Ability to organize screen and refer multiple and simultaneous requests phone calls and walk-ins with a minimal amount of supervision. Ability to quickly assess and evaluate problems and take appropriate follow-up action.
• Excellent interpersonal skills ability to work with people from diverse backgrounds and ability to establish and maintain good working relationships among co-workers in a muti-layered environment.
• Understanding and appreciation of the need for confidentiality and ability to work with confidential student records and exercise professional judgment under stressful circumstances.
• Working knowledge of and proficiency using computer databases word processing and spreadsheet programs.
• Knowledge of the English language both written and oral including the ability to read write spell use proper grammar and punctuation comprehend word meaning and usage communicate effectively in oral expression and effectively follow and act on written and oral instruction.

Physical Demands/Working Conditions

• Typical office environment/activity.
• Ability to lift up to 30 pounds without restrictions.

Work Schedule

• Typical work schedule: Monday-Friday 8:30am-5:00pm.

Salary Information

• USA/MTA Non-Exempt Grade 13.
• Classified Step Scale.

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.

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