Clerk III - Administrative Assistant-Undergraduate Programs Office

  • Amherst, MA


: $100,520.00 - $94,240.00 /year *

Employment Type

: Full-Time


: Administrative/Clerical

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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

Provides administrative support to the Undergraduate Dean (UD) of the Isenberg School of Management by assisting in a wide range of complex and confidential matters including overseeing the UD's schedule, researching and preparing reports and presentations, screening visitors and telephone calls, composing or preparing correspondence, and maintaining paper and electronic files. Also serves as a backup to the receptionist in times of absence to greet visitors, answer phones, and coordinate reception in the busy front entrance of the Isenberg Undergraduate Programs office.

Isenberg Undergraduate Programs serves a diverse and varied group of faculty, staff, and students on a regular basis.

Essential Functions

* Provide comprehensive administrative assistance to the Undergraduate Dean.
* Interact on a one-to-one basis by phone or email with internal and external constituents to determine agendas, priorities, and necessary background preparation for the UD's daily meeting schedule.
* Provide daily and direct scheduling of the UD's activities, communicating quickly and effectively with the UD when last minute schedule changes occur. Coordinate times, venues, and logistics for meetings.
* Meet daily with the UD to provide updates on ongoing issues; correspondence received; and to seek guidance related to new correspondence and issues - determining those emails and matters needing to be handled directly by the UD, and those for the attention of this position.
* Work closely with other staff members in the Undergraduate Programs Office, Chase Career Center, and Isenberg community to support the UD.
* Design and maintain Excel spreadsheets, PowerPoint presentations, and other materials as related to and needed by the developing needs of the UD for both internal and external constituents of the School.
* Maintain detailed, accurate, organized electronic and paper files on behalf of the UD and the Isenberg School.
* Make travel arrangements for the UD and process post travel expense reports.
* Maintain a University Procurement Card for the use of the Undergraduate Programs Office.
* Maintain a professional and welcoming presence as the first point of contact at Isenberg Undergraduate Programs
* Serve as a backup to the receptionist in case of absence to coordinate the check-in process for visitors to Isenberg Undergraduate Programs. Refer inquiries to appropriate office staff.
* Attend/complete training sessions required to fulfill job duties

Other Functions

* Perform other duties as assigned.

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

* High school diploma required
* Three years of full time, or equivalent part-time, work experience in a high-volume setting
* Excellent interpersonal skills.
* Commitment to exceptional customer service, professionalism, integrity, and confidentiality
* Ability to work with people from diverse backgrounds
* Ability to organize, screen, and refer multiple and simultaneous requests, phone calls, and walk-ins with a minimal amount of supervision.
* Ability to multi-task in busy environment
* Ability to quickly assess and evaluate problems and take appropriate follow-up action
* Ability to establish and maintain good working relationships with co-workers in a varied multi-layered environment
* Knowledge of Microsoft Word, Excel, and Outlook.

Physical Demands/Working Conditions

Typical Office Environment

Additional Details

Qualifications Acquired on the Job

* Knowledge of responsibilities under both FERPA and Title IX
* Ability to use Salesforce tools to communicate, gather and sort data, and prepare reports.
* Understanding of applicable University and Isenberg Policies and Procedures
* Ability to develop improved office systems and protocols

Work Schedule

Monday-Friday 8:30 am - 5:00 pm (37.5 hours per week)

Salary Information

Grade 11

Special Instructions to Applicants

Please submit cover letter, resume, and three professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information 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 the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Sep 5 2019 Eastern Daylight Time

Applications close: Sep 11 2019 Eastern Daylight Time

* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.

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