Clerk IV (Dean of Students Office Assistant)

About UMass Amherst

The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued-and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world.

Job Summary

Under the general direction of the Assistant Dean of Students, the position performs administrative and project work support for the Dean of Students Office staff.

Essential Functions

• Provides direct administrative support to Associate and Assistant Deans of Students as well as Dean of Students Office staff by preparing information for meetings and presentations, typing of documents, scheduling meetings, drafting communications, and assisting staff with projects.
• Provides administrative support for Dean of Students Office processes including, but not limited to, scheduling meetings, auditing and monitoring the progress of microgrant, student loan and supply closet requests, creating and providing reports and data as needed, responding to meeting requests, pulling, and reviewing records and scanning and mailing documents. Support internal and external communications regarding Dean of Students Collaborative programs and services.
• Provides confidential and routine clerical support to the Dean of Students Office staff and documents all inquiries, request for services and concerns into appropriate tracking systems. Responds to meeting requests for Dean of Student Office staff, schedules meetings, reserve meeting/event space as directed, prepare information for meetings and presentations, typing of documents, drafting communications, and assisting staff with projects. Responsible for managing incoming and outgoing faxes, and postal mail.
• Provides reception service for the Dean of Students 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.
• Supervises 5-7 student staff performing clerical support to the Dean of Students Office staff. Supervision including searching, hiring, training, and evaluating performance.
• As needed, prepares and maintains weekly payroll for Dean of Students Office.
• Supports Dean of Students Collaborative purchases, travel, and budget reconciliation processes and serves as a back for time reporting processes.
• 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.
• 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.

Other Functions

• Knowledge and ability to implement departmental and university policies and procedures.
• Knowledge and ability to access and use University resources to assist students, parents, and the public.

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 multi-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.

Additional Details

• Supervision received: Office Manager.
• Supervision exercised: 5-7 Student Employees.

Work Schedule

Typical work schedule: Monday - Friday, 8:30am - 5:00pm.

Salary Information

• Grade 13
• Non-Exempt Salary Ranges

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.

The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.