Clerk IV - Administrative Assistant

Apply now Job no:515554
Work type:Staff Full Time
Location:UMass Amherst
Department: Environmental Conservation
Union: USA/MTA
Categories:Administrative/Office Support, College of Natural Sciences

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 Clerk IV supports the Department of Environmental Conservation as the first point of contact for the department’s Main Office. The Clerk IV performs clerical duties to support academics, responds to student and faculty questions or requests, and serves as the Scheduling Officer for the department. 

Essential Functions 

• Serve as the first point of contact for the department’s Main Office. Answer telephones and respond to questions and requests from current and prospective students, staff, and faculty, as well as inquiries from the general public.  
• Provide administrative support to the department. Prepare correspondence, forms, files, and reports as required, take minutes for department and faculty meetings, make catalog changes and directory updates, and email information and announcements according to department procedures. 
• Provide clerical support for academics within the department. Assist faculty and students with enrollment of overrides, independent studies, and practicums and enter enrollment data in Spire. Perform data entry of advisor assignments for undergraduates in Spire. Organize, update, and compile course scheduling data using CAPS in Spire for the department, including University and CPE listings. 
• Serve as the scheduling officer for the department. Schedule rooms for department meetings, as well as conference rooms and classrooms on the department calendar.  
• Coordinate building activities in compliance with the Green Office Program and coordinate special events for the department as assigned. 
• Coordinate and process student evaluation surveys for Department of Environmental Conservation faculty. 
• Complete the annual space survey for departmental buildings and properties. 
• Provide supervision for clerical, work-study students including organizing and assigning work. 
• Serve as the coordinator for building related matters for the Main Office. Sort and track incoming mail, packages, and shipments, record and distribute packages received, and prepare mail and outgoing correspondence or packages as required. Process department key and parking pass requests. Maintain usage records of department audio-visual equipment, room key sign outs, and department vehicle sign outs. Operate standard office equipment and maintain office machines and supplies. Report building maintenance problems and assist with processing departmental and Physical Plant work request orders.  

Other Functions 

• Work collaboratively and effectively to promote teamwork, diversity, equality, and inclusiveness.  
• Work in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities. 
• Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences. 

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

• High school diploma or equivalent and three years of full-time or equivalent part-time experience working in an office setting. An Associate degree may be substituted for one year of required experience. 
• Ability to maintain confidentiality. 
• Experience writing and editing correspondence, publications, and/or reports. 
• Excellent communication and interpersonal skills, strong service orientation, and ability to establish and maintain harmonious working relationships with a diverse population of faculty, staff, and students. Ability to use tact, reflecting the values articulated by the College in all interactions. 
• Ability to take initiative, work independently in a self-directed manner, determine daily priorities, manage multiple projects simultaneously, work under pressure, and set and meet deadlines while maintaining high standards of accuracy and quality in a fast-paced office environment. 
• Expertise with Microsoft Office including Excel, PowerPoint, Word and Outlook as well as the ability to learn and adapt to new software with limited training provided. 
• Ability to adjust and respond effectively to changing needs and priorities in a fast-paced and rapidly evolving environment. 
• Ability to take initiative in exercising independent judgement and discretion concerning all aspect of the job by using excellent decision-making skills. 
• Ability to supervise student employees. 

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

• Familiarity with and working knowledge of PeopleSoft/HR Direct, PageUp, SPIRE, and other campus systems. 
• Knowledge of University and Departmental academic and administrative policies, procedures, and operations and the forms required for administrative processes. Knowledge of fund types.  
• Competency in HR production and reporting environments including experience in time and labor attendance data entry and report generation.  
• Knowledge of approved procedures for handling personnel actions. 
• Knowledge of the laws, rules, policies, and procedures governing personnel and other HR procedures including search, wavier, hire, renewal, work visa, etc. 

Physical Demands/Working Conditions 

Typical office environment 

Work Schedule 

Monday – Friday, 8:00am – 4:00pm 

Salary Information 

Grade 13 

Special Instructions to Applicants 

Applicants must submit a cover letter, resume, and the names and contact information for three professional references.  

As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations. (https://www.cns.umass.edu/diversity-equity-inclusion ) 

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information 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 the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.