Clerk IV (Administrative Assistant)

Apply now (https://secure.dc4.pageuppeople.com/apply/822/gateway/default.aspx?c=apply&lJobID=525590&lJobSourceTypeID=801&sLanguage=en-us) Job no: 525590

Work type: Staff Full Time

Location: UMass Amherst

Department:Commonwealth Honors College

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 Advising Unit at Commonwealth Honors College (CHC). Coordinate advising activities for Bloom Advising Center, including managing the advising calendar, preparing materials, providing functional supervision to Peer Advising Assistants, and tracking activity. Maintain a professional reception area and assist visitors with inquiries, referring them to appropriate staff or offices as needed.

Essential Functions

Coordinate Bloom Advising Center Appointment Activity

• Assist students with scheduling advising appointments using Navigate appointment scheduling system and/or Microsoft Outlook as needed.

• Attend on-going Navigate training and remain abreast of updates.

• Triage appointment reasons and redirect if needed (e.g., Scholarships, Housing, etc.).

• Perform check in process for all advising appointments.

• Manage Advising appointment calendar, including coordinating rescheduling process.

• Oversee drop-in advising process, including set-up of computerized sign-up system, triage of questions, and training of peer advising staff to assist with drop-in advising.

• Functionally supervise the 10-12 Peer Advising Assistants: including training for managing reception and administrative tasks (e.g., answering phones, advising calendar maintenance, etc.), development and maintenance of training materials, and on-going advice/feedback for responses to questions.

• Set up, launch and manage Navigate Campaigns under guidance of the Director and/or Assistant Director.

• Collect, analyzes and prepare Navigate data to facilitate Director’s oversight of the Advising Unit.

• Create and maintain materials to assist Director with Advisor office coverage scheduling.

• Coordinate weekly Advisor staff meetings by book meeting space and keep minutes of meetings.

• Collaborate with IT staff to ensure calendar system works properly, reporting to IT & supervisor when error occur.

• Note inconsistencies or errors on advising calendar and notify staff to resolve, or notify supervisor or IT support as appropriate.

• Coordinate logistics for Advising Initiatives including, but not limited to New Students Orientation & Transitions programming.

  Provide reception for all CHC, including the Bloom Advising Center

• Welcome visitors and provide general assistance to prospective and current faculty, students, guests, including officials and visitors to campus.

• Answer multi-line reception phone and refer or forward calls and take messages as appropriate.

• Maintain office cell phone for remote operations when necessary.

• Retrieve and appropriately respond to or forward email messages fromreception@honors.umass.eduaccount.

• Answer basic questions about CHC and provide callers with information about CHC deadlines, events, and processes.

• Manage Advising voicemail system, including activating/deactivating voicemail and retrieving/routing messages daily.

• Manage Advising TEAM in Microsoft 365, as well as assist with other CHC collaborative TEAMS.

• Unlock the Honors Hub in the morning and lock up at the end of the day.

• Oversee and maintain clean & professional appearance of public reception areas (front office and lounge) & Hub.

• Coordinate the pick-up and delivery of mail and express mail services (FedEx, UPS, etc.).

• Manage CHC staff and visitor parking pass sign-out process-as needed by the college.

• Notify appropriate CHC staff of significant customer service problems, issues, or complaints related to CHC reception.

  Provide administrative/operational support to Advising Unit & CHC

• Assists with the management of the Advising budget.

• Serves as purchasing agent with university bank card and purchasing and travel systems to support the Advising unit’s needs.

• Monitor Advising Center office supplies (including bathroom and kitchen) and work with CHC Accountant to reorder office supplies and fill inventory.

• Coordinates all travel arrangements and reservations for Advising staff for participation at conferences, etc. Compiles information for staff travel authorizations; collects travel receipts, accurately submits all required information into University travel system.

• Assist with the planning and facilitation of Advising events including collecting and placing food orders.

• Maintain schedule for CHC Conference Room 235 and other CHC conference rooms as needed.

• Participate in CHC events and functions, such as the Undergraduate Research Conference and Celebration of Excellence. Assists in staging events.

• Participate in monthly staff & faculty and other required meetings and trainings.

• Support and participate in Advising and CHC initiatives related to inclusion & community.

• Operate, troubleshoot, and stock standard office machinery (PC, copier, fax, etc.) and report malfunctions to appropriate CHC staff and/or approved vendors.

• Assist with the production of CHC staff and faculty resources SharePoint and Teams sites.

Other Functions

Performs other duties as assigned.

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

• High school diploma or equivalent.

• Two (2) years of office experience.

• Customer service experience.

• Strong oral communication and interpersonal skills.

• Experience operating a multi-line telephone console and knowledge of basic telephone etiquette.

• Ability to screen customer service needs skillfully & quickly (e.g., routine to emergency; mundane to highly confidential).

• Ability to quickly adapt to new policy, procedures, and information.

• The ability to make sound judgments based on policy and to abide by appropriate standards of confidentiality.

• Exercising a high level of discretion and professionalism, tact, confidentiality, and sound judgment always.

• Adept at managing multiple tasks effectively and professionally under an elevated level of stress during peak reception periods.

• Excellent organizing and administrative skills (e.g., attention to detail and problem solving).

• Computer experience using Microsoft Office products (Word, Excel, & Access) and familiarity with calendar software.

• Ability to work both independently and collaboratively in group settings.

• Ability to establish productive relationships with diverse campus and external constituents in support of the College’s commitment to creating a fully inclusive community.

• Ability to supervise student staff.

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

• Previous experience with higher education administrative assistance (including campus logistical arrangements, procedures, and policies).

• Ability to use Microsoft Outlook shared calendar system to schedule advising appointments and room reservations.

• An understanding of Commonwealth Honors College and its role within the University of Massachusetts Amherst.

• Familiarity with Commonwealth Honors College (staff, programs, events, procedures) and its relationship within the University and the Commonwealth.

• Awareness of community, diversity, and inclusion issues, as well as familiarity with the traditional college experience.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

• Monday - Friday 8:30am - 4:30pm.

• 37.5 hours per week.

Salary Information

USA/MTA 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.

As part of a commitment to their own multicultural community, CHC seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations. Candidates will need to submit a Statement of Contribution to Diversity, Equity, and Inclusion (as stated above). The Diversity Statement should identify past experiences and future goals. These contributions may result from lived experiences, scholarship, and/or mentoring, teaching, and outreach activities (https://www.umass.edu/diversity/resources)

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: Nov 26 2024 Eastern Standard Time

Applications close: Feb 26 2025 Eastern Standard Time