What are the responsibilities and job description for the Clerk IV - Office Manager position at UMass Amherst?
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 Office Manager provides administrative support to Instructional Design, Engagement and Support (IDEAS) and the Center for Teaching and Learning (CTL) by establishing and implementing workflow processes, administrative record keeping, compiling administrative reports, making travel arrangements, supply purchasing, physical space management, conference rooms and meeting spaces, preparing correspondence and coordinating staff meetings.
Essential Functions
Executive Support to CTL and IDEAS Directors
- Represent the Directors of CTL and IDEAS in an appropriate manner exercising a high level of discretion and professionalism, tact, confidentiality, and sound judgment at all times. Provide general assistance to prospective and current faculty, administrators, students, and other visitors.
- Provide confidential executive level support to CTL and IDEAS including calendar management, travel arrangements and reimbursements, and complex meeting coordination. Assist personnel in all responsibilities and assignments including all routine clerical support (i.e. preparing correspondence, making appointments, answering and making phone calls, providing routine information, etc.).
- Act as direct liaison to administrators, department heads, faculty and staff from other departments within the University. Respond to inquiries regarding CTL and IDEAS awards and programs.
- Interact and negotiate extensively as business liaison with campus departments and off campus vendors to acquire needed goods and services.
- Represent CTL and IDEAS to external constituencies and help build effective relationships.
- Coordinate travel and lodging arrangements for guest speakers and presenters. Facilitate needed paper work associated with honoraria and guest travel expenses. Ensure successful and positive experience for visitors to campus.
- Organize and purchase office supplies, including office equipment, computers, furniture, and promotional materials. Inventory as needed, fulfill requests, and assist in ordering office supplies as needed.
- Assist with staff and faculty recruitment, coordinate hiring processes for staff and students, and ensure individuals have the necessary access to university software and systems.
Office Management
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
Knowledge of basic financial / accounting principles.
Physical Demands / Working Conditions
Typical office environment.
Additional Details
Salary Information
USA Grade 13
Special Instructions to Applicants
Please complete the online application, submit a resume and cover letter, and provide contact information for three (3) professional references to ensure consideration.
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.
