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Clerk IV (Administrative Assistant)
Apply now (https://secure.dc4.pageuppeople.com/apply/822/gateway/default.aspx?c=apply&lJobID=522599&lJobSourceTypeID=801&sLanguage=en-us) Job no: 522599
Work type: Staff Full Time
Location: UMass Amherst
Department:Health Promotion & Policy
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
Provides administrative and clerical support to the Department of Health Promotion and Policy. Participates in supervision of student workers. Prepares, tracks and files general financial forms including but not limited to purchasing, travel, and reconciling accounts. Assists in the preparation of Human Resource (HR) and financial reports, proposals, and miscellaneous office materials using various software packages such as Microsoft Office Suite, PeopleSoft, and Summit. Provides administrative support to the Graduate Program Director. These administrative duties require extensive knowledge of School and University administrative and academic policies, procedures, and systems as well as a high level of discretion when handling confidential material and information.
Essential Functions
Administrative:
Provides a broad range of administrative & secretarial support for the chair and faculty members.
Retrieves data; runs and creates reports from various Student, HR, Financial and other databases.
Creates and maintains various confidential files.
Coordinates and distributes regular departmental communications related to all faculty, staff, and student issues.
Supports coordination of departmental events and AV projector reservations.
Orders supplies and other items when necessary, using University systems.
Works with building coordinator and IT to oversee processes related to facilities, phones, repairs, keys, bins, etc.
Gathers and distributes mail for department. May participate in the faculty and staff interview process by working with SPHHS HR to review search documentation for accuracy.
Financial & Personnel:
Prepares and/or advises in preparation of financial and personnel forms for faculty, staff, and students.
Performs monthly reconciliation of funds, receipts, bank statements, etc. using University systems.
Runs financial reports including expenditures and budget information in Summit.
Processes travel and purchasing transactions using University systems.
Tracks and makes payments for department professional dues and accreditation payments.
Partners with the Research Administration Office to calculate and track faculty buyouts.
Participates in coordinating with Dean's Business Center to support all HR and Personnel issues for the department's faculty, staff, and student employees including but not limited to hiring, onboarding, timekeeping, leave, etc.
Student Support:
Assists Chair and Associate Chair with both undergraduate and graduate course scheduling each semester.
Coordinate with the Graduate Program Director and current and prospective students to support a variety of academic and financial issues for the Graduate Program, including but not limited to processing paperwork, forms, visas, distributing communications, assisting with policy compliance issues, etc.
Processes changes related to degree requirements, credited internships, independent studies, practicums, changing majors and tracks, advisor assignments, Spire course exceptions etc.
Trains, supervises, and assigns work to hourly student employees.
Keeps all student forms up to date once program directors make changes.
Other Functions
Supports School-wide and Departmental Initiatives.
Performs other duties as required.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
High school diploma or equivalent.
Two (2) years of full time or equivalent part time clerical work experience in a professional office environment.
Competency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe.
Ability to communicate clearly and professionally (reading, writing, comprehension) and maintain harmonious working relationships with tact.
Excellent attention to detail and accuracy especially when working with mathematical computations and maintaining records within standard filing procedures.
Commitment to inclusion and the understanding of diverse thoughts, cultures, race, and gender.
Excellent organizational skills including the ability to prioritize workload effectively and efficiently, manage multiple tasks accurately, and track/report progress on activities.
Ability to exercise independent judgment, handle confidential information, and make decisions in the performance of routine and urgent tasks.
Ability to assist in training and supervising student employees.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
Familiarity with SPIRE, PeopleSoft, Summit, BuyWays, etc.
Experience working with UMass administrative and academic policies, procedures, and systems.
Physical Demands
Typical office environment.
Work Schedule
Monday - Friday; 8:30am-5:00pm.
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 25 2024 Eastern Daylight Time
Applications close: Jun 25 2024 Eastern Daylight Time