Clerk IV (Academic Records)

Apply now Job no:522616
Work type:Staff Full Time
Location:UMass Amherst
Department: BDIC
Union: USA/MTA
Categories:Administrative & Office Support

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres 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

The Academic Records Clerk manages Undergraduate Student Academic Records for degree programs within the University Without Walls Division (UWW). Acts as primary point of contact for general communications and contacts for provides direct supervision and training of UG program assistants; coordinates alumni communications and web and social media updates for BDIC.

Essential Functions

• Processes and maintains student Academic Requirement Reports (ARR): evaluates, processes, performs data entry, updates student records (rosters, curriculum, folder), and communicates directly with students as needed. Tracks student progress within ARR, including academic status, changes to curriculum, requirements, senior summary, program submittals, and graduation clearance review.
• Manages student records: designs, prepares and maintains student records, performs data entry to create and maintain rosters, course enrollment, graduation tracking, manage student records and processes those that interface with office across campus, processes enrollment requests, manages service indicators, tracks enrollment, graduation clearances, collects grades for independent studies.
• Manages student submittals: refers students to appropriate forms or refers to appropriate office on campus, evaluates and communicates with students with regard to submittals, process in DocuSign.
• Assists with management of the BDIC Proposal Writing Class: Tracks and processes applications, updates forms on website, creates and manages roster, provides status updates to applicants, tracks course section requests and enrollment. Manages final proposal submissions, approvals and change of majors in DocuSign and department files on Google Drive and Common Drive.
• Communication: With students regarding new student inquiries, program information, academic requirements, forms, enrollment, curriculum issues, assists with resolution of administrative problems or refer student to appropriate staff or campus department. With department staff regarding office hours, department meetings, meeting notes, general departmental updates. Mailings (newsletter, alumni outreach, graduate certificates)
• Supervises UG peer advisors, manages and approves time reporting, coordinates hiring paperwork with UWW HR staff, supervises work hours.
• Website: maintains and updates BDIC staff profiles, office hours, update forms, links and downloads, updates news events.
• Provides support to Associate Director to organize meetings, shared calendars, manages staff office hours and room requests. 
• Manages student engagement: manages BDIC general email account and phone, student engagement area slide show, informational literature, and visitor check-in.
• Plans and executes events in conjunction with the Associate Director, such as alumni networking events, visiting lecture series, undergraduate admissions events, and BDIC senior celebration (Some of these events are held evenings and weekends).
• SRTI Manager: reviews and approves SRTI reporting, receives end of semester evaluations and distributes to faculty.
• Manges and maintains BDIC archival digital files.

Other Functions

 Performs other duties as assigned.

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

• High School diploma with three (3) to five (5) years of relevant office experience or Associate's Degree with one (1) to three (3) years of relevant office experience.
• Computer skills required: Microsoft Office applications, especially Word, Excel, DocuSign, Zoom, Access, and PowerPoint; expertise with social networking applications, and website editing and updating.
• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to establish rapport and maintain harmonious working relationships with persons from varied backgrounds.
• Ability to exercise sound judgment and to exercise discretion in handling confidential information.
• High degree of organizational skills and knowledge of office administration; ability to balance work tasks in a demanding environment. Willingness and ability to work under pressure. Ability to prioritize and work on multiple tasks simultaneously.
• Ability to take initiative in carrying out projects and understanding and applying departmental and university policy and procedures to assigned activities.
• High level of accuracy and attention to detail.
• Ability to understand and apply departmental & university policy & procedures to assigned activities.

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

Supervisory experience.

Additional Details

Qualifications Acquired on the Job:

• Knowledge and understanding of BDIC and University requirements and advising process.
• Ability to monitor and maintain online appointment system.
• Ability to make updates on website and in social media.
• Knowledge of Spire A, B and CAPS computer systems.
• Knowledge of Drupal, Moodle, Student Success Collaborative (SCC) training.

Work Schedule     

• Monday - Friday, some evenings & weekends required.
• This is a 0.8 FTE position, 30 hours per week.

Physical Demands/Working Conditions

Typical office environment.

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 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 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.

Advertised:Mar 18 2024 Eastern Daylight Time
Applications close:Jun 18 2024 Eastern Daylight Time