Clerk IV (Undergraduate Program Assistant - Hybrid Opportunity)

Apply now Job no:521767
Work type:Staff Full Time
Location:UMass Amherst
Department: Music & Dance
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

Provide administrative support to the Undergraduate Music Program in the Department of Music and Dance and the Undergraduate Program Director (UPD)/Director of Undergraduate Advising, Director of Recruitment, Admissions and Career Planning, and department faculty as assigned.

Essential Functions

• Serve as Undergraduate Program Coordinator for the music program.
• Interact with undergraduate student body and music faculty to perform all necessary administrative work, including but not limited to SPIRE functions such as add/drops, overrides, transcripts, degree audits, class rosters, schedules, and syllabi. Compose correspondence for routine requests for information pertaining to undergraduate academic matters. Coordinate instrument acquisition and rental of equipment for technique classes related to undergraduate curricular needs.
• Assist Undergraduate Program Director/Director of Undergraduate Advising (UPD), including but not limited to class scheduling, Class Automated Proposal System (CAPS) entries, management of student enrollment, New Student Orientation and Transitions (NSOT) preparation, supporting peer advising program, etc. Serve as ex officio member of department Undergraduate Curriculum Committee or other committees as assigned.
• Oversee the Student Response to Instruction (SRTI) process, including creating summary reports for each semester, and coordinate end-of-the-semester applied studio juries, assisting faculty as needed.
• Accurately maintain files for undergraduate majors/minors within the unit. Create reports for UPD and Department Chair to include profile summaries of the undergraduate student major/minor population.
• design layout and produce printed programs for undergraduate student recitals and concerts within the department utilizing Photoshop, Microsoft, Publisher and Word, and other appropriate software. Meet with faculty and students to review and resolve and program problems, changes, or corrections through to final production. Work with Marketing Office on proofing programs.
• Coordinate, assemble, and distribute faculty and departmental undergraduate materials as necessary and requested. Maintain and update department bulletin boards dedicated to the undergraduate program, including design of digital announcements using Photoshop/Canva in coordination with the Marketing Office.
• Prioritize and manage daily workload and long-term projects with regard to stipulated deadlines. Attend on-going SPIRE, CAPS, Navigate, and SRTI update training.
• Perform related duties as assigned by the Department Chair, such as re-accreditation reports, assessment documents, information on student success initiatives, etc. Provide assistance and administrative support to the Director of Recruitment, Admissions and Career Planning, especially with regard to auditions, admission, and scholarships, as required. Represent the Department of Music and Dance with other campus units as necessary and appropriate.
• Train, supervise, assign work and evaluate the work of one student employee.

Other Functions

• Performs related duties as assigned or required to meet College and University goals and objectives.

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

• High School Diploma (or equivalent).
• At least three(3) years' of general office experience or related music and/or dance department experience.
• Able to supervise students and maintain professionalism when handling confidential information.
• Work independently, follow directions, and exercise sound judgment.
• Excellent interpersonal and customer service skills.
• Ability to professionally communicate effectively and collaboratively both orally and written expression.
• Ability to perform basic mathematical and statistical calculations with accuracy and timeliness.
• Demonstrated intermediate level experience with computers and computer skills, including proficiency with Microsoft Apps (Excel, Outlook, Word, Publisher, and Teams) Google Drive, Google Apps, Photoshop/Canva, and file/database applications.
• Ability to interact with individuals with diverse backgrounds and maintain a professional mature relationship.
• Excellent organizational and workload management skills and the ability to respond to emails in a timely manner.
• Ability to learn, understand, and apply rules based on policies/assigned office activities.
• File material in accordance with standard filing procedures and to maintain records, including accuracy with names, numbers, codes, and/or symbols.

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

• Knowledge of department policies, procedures, and regulations.
• Knowledge of University undergraduate policies, procedures, and regulations.
• Knowledge of University SPIRE, CAPS, Navigate, and SRTI technology and record keeping.

Physical Demands/Working Conditions

• Typical office environment.

Work Schedule

• Monday through Friday; 9:00am-5:00pm (37.5 hours per week).
• This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee's work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement, therefore.

Salary Information

USA Grade 13

Special Instructions to Applicants

Complete online application, submit cover letter, resume, and contact information (name, title, email, phone number) for at least 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:Jan 3 2024 Eastern Standard Time
Applications close:Apr 3 2024 Eastern Daylight Time