Clerk IV (New Student Orientation, Transitions and Family Programs Office Assistant)

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

Under the general direction of the New Student Orientation, Transitions and Family Programs Office Manager, the Clerk IV - Office Assistant performs administrative and project work support for the Dean of Student Office staff.

Essential Functions

• Provides direct administrative support to Associate and Assistant Directors for New Student Orientation, Transitions and Family Programs 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. Support internal and external communications regarding New Student Orientation, Transitions, and Family Programs and services.
• Provides reception service for the New Student Orientation, Transitions and Family Programs Office: answer telephone, greet walk in visitors, screen and track student, faculty, staff, family and community member requests for services, concerns, and inquiries to the appropriate staff member. Responsible for managing incoming and outgoing faxes and postal mail and supports in the maintenance and management of office and programs inventory.
• Supervises 7-10 student staff performing clerical support to the New Student Orientation, Transitions and Family Programs office and ensure all inquiries, request for services and concerns triaged by student employees are documented into appropriate tracking systems.
• Supports New Student Orientation, Transitions and Family Programs Office purchases, travel arrangements, and budget reconciliation processes and serves as a back for time reporting processes.
• Supports the planning and execution of signature programs such "Ready for the U", "Welcome to the U", "Family Weekend" including supporting registration, check in, check outs, resources fairs and processing of fee waiver requests etc.
• 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.
• 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)

• Two (2) 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 with occasional nights and weekends to support New Student Orientation, Transition and Family Programs Office events and programs.

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.