Clerk IV (Academic Affairs 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

The Academic Affairs Clerk IV provides administrative and clerical support to the Associate Dean for Student Success, Graduate Programs Manager, and Director of Student Success & Engagement. In this role, the Academic Affairs Clerk IV contributes to the realization of the College's social justice mission by providing degree completion support to graduate and undergraduate students as well as support for important initiatives within Academic Affairs.

Essential Functions

• Draft correspondence and triage student inquiries.
• Create, review, and modify various enrollment and degree completion forms for accuracy and completeness.
• Assist with the development of a system for maintaining student records and existing enrollment and degree completion forms electronically including the conversion of existing paper records.
• Assist with the maintenance and updating of office manuals and Programs of Study for Undergraduate and Graduate Programs as needed.
• Provides support to undergraduate and graduate student events as directed by the Director of Student Success & Engagement or Graduate Programs Manager.
• Participate in cross-training for core administrative functions performed by the Graduate Programs Manager and Director of Student Success & Engagement.
• Communicate key information about academic affairs to other College departments as needed (e.g., Communications, Educator Preparation, Finance).

Other Functions

• Provide office reception, triage inquiries, and make appropriate referrals.
• Promote a positive working environment, including collaborative, transparent, and engaging working relationships.
• Lead, support, and promote a climate of inclusion among College staff, faculty, and students.
• Perform related duties as assigned or required to meet department, College, and University goals and objectives.

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

• High school diploma and three (3) years' of relevant work experience or college degree with at least one (1) year of relevant work experience.
• Ability to maintain a calm and professional manner in stressful situations.
• Ability to implement written and verbal instruction.
• Ability to prepare accurate and professional reports, and maintain detailed, thorough, and accurate records.
• Ability to work independently, prioritize, and meet deadlines.
• Strong organizational skills.
• Strong written and verbal communication skills.
• Demonstrated capability of working successfully with a diverse population.

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

• Experience with document management software such as Adobe and Docusign.
• Prior experience working in a higher education environment.
• Experience working with and maintaining confidential records.
• Experience and skills with a broad suite of Microsoft technologies.

Physical Demands/Working Conditions

• Typical office environment.
• Role requires on-site presence.

Work Schedule

• Monday-Friday, 8:30am-4:30pm.
• 37.5 hours per week.
• Occasional nights and weekends as needed.
• Required to work flexibly outside of standard working hours on an infrequent basis.

Salary Information

USA/MTA Grade: 13

Special Instructions to Applicants

Along with your application, please submit resume and provide contact information for three (3) professional references.

The College of Education is committed to an atmosphere of diversity and inclusion between faculty, staff, and students alike. To advance the College's mission of furthering social justice, this position will require a diversity statement to be included with each candidate's application materials. The diversity statement is intended to clarify how a candidate will support a culture of equality and fairness at all levels of the organization and may highlight prior advocacy efforts or intended contributions to the College of Education. Questions about this can be directed to [email protected].

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 17 2024 Eastern Standard Time Applications close: Apr 17 2024 Eastern Daylight Time