Clerk IV

Title: Clerk IV

Executive Area: Academic Affairs

College/School/MBU: Other Academic Units

Department: Graduate Registrar

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

Job Summary

The Clerk IV provides logistical and clerical support to the offices of Inclusion and Engagement (OIE), Student Success (OSS), and Professional Development (OPD). Tasks include database, calendar, and email management. Assistance with event coordination as well as office reception duties. This position requires communicating with a diverse portion of the campus population, including graduate students, faculty, and staff, necessitating strong communication skills and discretion.

Essential Functions

Provides logistical and clerical support for Graduate School units, including the Office of Inclusion and Engagement (OIE), Office of Student Success (OSS), and the Office of Professional Development (OPD).

Serves students and visitors for OIE and OSS by greeting, welcoming, and directing appropriately.

Answers, screens, and forwards incoming phone calls and emails to the management team as appropriate. Updating staff on time-sensitive emails and communications.

Database management.

Orders supplies and materials.

Assists with the preparation of events and workshops, including reserving rooms; ordering food, and event/workshop set-up and take-down.

Assists with calendar management for the Associate Deans of OIE and OSS.

Processes travel, travel reimbursements, purchase orders, and expense reports.

Contributes to the successful execution of the Graduate School Commencement ceremonies, graduate student orientation, and other Graduate School events.

Other Functions

Perform other duties as assigned in support of the mission and goals of the Graduate School.

Works collaboratively and effectively to promote teamwork, equity and inclusiveness.

Minimum Qualifications

High school diploma or equivalent.

Three (3) years of full-time or equivalent part-time experience working in an office setting or an associate’s degree or higher and one (1) year of experience working in an office setting.

Proficiency with Microsoft Word and Excel.

Excellent organizational skills, including competence in email and word processing, spreadsheets, file storage systems, and communications software.

Excellent interpersonal, communication, and multi-tasking skills.

Maintain a highly professional and welcoming presence.

Ability to work with a wide range of people, including those from historically marginalized groups.

Preferred Qualifications

Ability to work accurately with information and data to perform assigned tasks in a timely and accurate manner.

Experience with Qualtrics, Google Apps such as Google Docs, Sheets, Forms, and Calendar, Microsoft Teams, and OneDrive.

Ability to work in a high-pressure environment with expediency and courtesy.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday-Friday; 8:30am - 5:00pm.

This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement.

Salary Information

Pay Grade: USA/MTA Grade 13

Special Instructions for Applicants

Along with the application, please submit a resume and cover letter. 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.