What are the responsibilities and job description for the Clerk IV (Administrative Assistant) position at UMass Amherst?
Title: Clerk IV (Administrative Assistant)
Executive Area: Student Affairs & Campus Life
College/School/MBU: Campus Life & Wellbeing
Department: Recreation & Wellbeing
Work Location: Amherst
Schedule:Full Time
Work Arrangement:Onsite
Job Summary
Under the general direction of the Executive Director of Recreation and Wellbeing (RecWell), the Clerk IV - Administrative Assistant provides administrative support to the Executive Director and Associate Directors of RecWell in a wide range of complex and confidential matters.
Essential Functions
Provide confidential support to the Executive Director of RecWell 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 RecWell 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 RecWell Search Processes.
Act as direct liaison for the Executive Director of RecWell to campus administrators, Student Affairs and Campus Life (SACL) leaders, other campus departments, students, and families. Respond to inquiries related to RecWell policies and procedures and refer to university offices as appropriate.
Establish and maintain RecWell 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.
Assist with routine website maintenance, including updating facility hours, posting announcements, uploading photos, and making minor content changes to ensure information remains accurate and current.
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 RecWell processes including searches, training, and events. Represent RecWell on university committees.
Other Functions
Perform other 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 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
High school diploma or equivalent.
Three (3) years of experience in an office setting. An Associate's degree or higher may substitute for two (2) years of the required experience.
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.
Preferred Qualifications
Proficiency with University systems: Concur, HR Direct, SPIRE, Summit, PeopleSoft Finance, etc.
Additional Details
Occasional nights and weekends availability to support RecWell programs and events.
This position is subject to final budgetary and administrative approval.
Working Conditions
Work is performed in a standard office or indoor university environment and involves minimal physical exertion.
Work Schedule and Work Arrangement
M-F; 8:30am - 5:00pm.
Occasional nights and weekends availability to support RecWell programs and events.
Salary Information
Pay Grade:USA/MTA Grade 13
Click here to view theClassified Step Scale
Special Instructions for 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.
This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.