Clerk IV (Administrative 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 Director of Residential Life, the Administrative Assistant provides administrative support to the Director and Associate Directors for Residential Life in a wide range of complex and confidential matters.

Essential Functions

• Provide confidential support to the Director of Residential Life including calendar management, travel arrangements, financial transactions, drafting internal/external official communication and documents, scheduling meetings, drafting reports and assisting with projects. Complete benchmarking research as assigned.
• Provide administrative support for Associate Directors of Residential Life including, but not limited to, scheduling meetings, auditing and monitoring the progress of projects, analyzing data and generating reports, and internal/external communications. Schedule and arrange meetings and training sessions, interviews, appointments and similar activities. Provide administrative support for Residential Life Search Processes. Coordinate the Residential Life on-call schedule and disseminate the information to campus partners.
• Provide training and leadership for Residential Life Office Managers (4 positions) related to topics such as maintaining and ensuring excellent customer service and office management, budget and purchasing procedures, record-keeping, and working with student employees. Ensures cross training of all office management staff to provide back-up coverage and additional support during peak times.
• Act as direct liaison for the Director of Residential Life to campus administrators, Student Affairs and Campus Life (SACL) leaders, other campus departments, students, and families. Respond to inquiries related to Residential Life policies and procedures and refer to university offices as appropriate.
• Establish and maintain Residential Life records and files to ensure compliance with university records retention guidelines and schedules. Compile information to be used in reports and in response to record requests. Document and update department standard operating procedures.
• Track and reconcile Residential Life purchasing including serving as designee for department purchasing approval in Concur. Uses PeopleSoft Financial and Summit System to generate monthly financial reports for review by the Director and Associate Directors of Residential Life. Serve as liaison to SACL Finance.
• Maintain department calendars including ensuring that calendar invites are sent to all staff expected to participate in meetings and tasks.
• Attend workshops, classes, or training sessions required to fulfill job duties and to advance skills and knowledge in areas such as use of technology, interpersonal communications, and project management.
• Support and participate in SACL and university initiatives, events and programs for university staff, and others related to the overall student and staff experience. Participate in Residential Life processes including searches, move-in/move-out, training, and events. Represent Residential Life on university committees.
• Perform other duties as assigned or required to meet department, Student Affairs and Campus Life, and university goals and objectives. Operate a motor vehicle to transport supplies and equipment, as well as travel to various work centers to support programs and events.

Other Functions

• Perform related duties as assigned or required. Understands responsibilities with respect to Title IX, Clery and other compliance requirements.
• Demonstrate capability, skill, and willingness to engage students and contribute to student success.
• Understand responsibilities with respect to conflicts of interest and behave 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 the position and exercises care to prevent unnecessary disclosure to others.

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

• High school diploma or equivalent.
• Three (3) years' experience in an office setting; associate's degree or higher may substitute for two (2) years of the required experience.
• Valid Class D Driver's License.
• Excellent organizational skills and ability to effectively manage multiple priorities while giving attention to details. Ability to prioritize with minimal amount of supervision.
• Demonstrated experience with calendar management, budget reconciliation processes, and/or payroll processes.
• Excellent interpersonal skills, ability to work with people from diverse backgrounds and ability to establish and maintain good working relationships among co-workers.
• Demonstrated proficiency using computers, Microsoft office suite products, web-based database platforms, and customer relations software.
• Ability to maintain up-to-date and accurate records.
• Knowledge of the English language, both written and oral, including the ability to read, write, spell, use proper grammar and punctuation, comprehend work meaning and usage, communicate effectively in oral expression, and effective follow and act on written and oral instruction.

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

• Proficiency with University systems: Concur, HR Direct, SPIRE, Summit, PeopleSoft Finance, etc.

Physical Demands/Working Conditions

• Typical office environment.
• Ability to lift up to 30 pounds without restrictions.
• Ability to access and reach residence halls and residence hall offices throughout the campus.

Work Schedule

• Monday - Friday; 8:30am - 5:00pm.
• Occasional nights and weekends to support Residential Life programs and events.

Salary Information

• USA/MTA Non-Exempt Grade 13.