What are the responsibilities and job description for the Clerk IV (SPHHS Administrative Assistant & Registrar) position at University of Massachusetts?

Clerk IV (SPHHS Administrative Assistant & Registrar)

Job no : 526120

Work type : Staff Full Time

Campus : UMass Amherst

Department : Dean - Pub Health & Health Sci

Pay Grade : 13

Categories : Administrative & Office Support

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 SPHHS Admin / Registrar provides comprehensive, high-level administrative support within the School of Public Health and Health Sciences (SPHHS). The work is split at 50% supporting the Public Health Sciences program and 50% supporting SPHHS and its departments.

Essential Functions

Support PUBHLTH & SPHHS department course scheduling.
Monitor and process student waitlist requests for PUBHLTH courses and credit overloads for students in the PHS program.
Work with the Associate Dean for Graduate and Professional Studies, PHS program director, and department chairs and / or administrators to submit courses to the University Registrar's Office for scheduling ahead of the Registrar's deadlines.
Update class caps during the course registration period and track hidden caps to manage enrollment from multiple majors.
Enroll students into SPHHS 600 after Associate Dean reviews enrollment requests.
Communicate course scheduling issues to leadership and serve as a liaison between the Registrar's Office and leadership to support timely resolution of these issues.
Support student enrollment in PUBHLTH internships and independent studies.

Maintain organization of applications, approvals, and documentation for students earning academic credit for public health internships and independent studies.

Serve as a liaison with the University Office of Career Development & Professional Connections to process academic credit requests associated with public health internships.

Enroll students in academic credits associated with public health internships and independent studies.

Maintain a record of organizations that have hosted PH interns.

Support degree tracking activities for students enrolled in the PHS major and 4 1 programs.

Perform administrative tasks associated with the Focus Area requirement in the Public Health Sciences major, including processing focus area course proposals and progress through Spire Tracker database.

Support PH advising staff in completing activities related to degree tracking and graduation clearance.

Maintain organization of application files and tracking systems for students applying to public health 4 1 programs.

Maintain organization of application files and submit hiring forms for graduate TA and TO positions.

Support PHS program staff and faculty teaching in the PHS program and SPHHS courses.

Process program-related purchasing and expense reports.

Submit room reservation requests for the PHS Program Director and program staff.

Collect course exam schedules from faculty and submit exam details to the Registrar's Office.

Coordinate administration of the Student Response to Instruction (SRTI) teaching evaluation process.

Assign classroom spaces in SPHHS Hub by adhering to SPHHS guidelines and ensuring classroom utilization is at or above 95% for courses within SPHHS departments, resolving conflicts as needed.

Update course enrollment tracking spreadsheets after every add / drop period and maintain an archive of current and past PUBHLTH course syllabi.

Other Functions

Performs other duties as assigned.

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

High School diploma or equivalent.

Three (3) years of experience working in a professional office setting. An associate's degree or above may substitute for two (2) years of required experience.

Ability to work independently with minimal supervision and exercise independent judgment. Ability to maintain confidentiality.

Excellent written and verbal skills, including the ability to understand and explain school and University policies to students.

Ability to assess and set priorities and organization of multiple, complex projects and deadline-driven deliverables.

Ability to function successfully, with a professional demeanor under pressure and time constraints with minimal supervision.

Ability to work cooperatively and collaboratively as part of an effective, equity-focused team and represent the offices with professionalism, tact, confidentiality, and sound judgement to a diverse population of staff, students, faculty, and external contacts.

Working knowledge of computers and office software such as Microsoft Office, Zoom, and Adobe. Willingness to learn new systems.

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

Experience working in a higher education institution.

Familiarity with Spire, Navigate, Qualtrics, Google Forms, Canva, DocuSign, BuyWays, technological tools for scheduling meetings, Marketing Cloud, Summit experience strongly preferred.

Physical Demands / Working Conditions

Typical Office Environment.

Work Schedule

37.5 hours per week.

Monday through Friday, 8 : 30am-5 : 00pm.

Salary Information

USA / MTA Non-Exempt Grade 13.

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.

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.

Advertised : Jan 28 2025 Eastern Standard Time

Applications close : Apr 28 2025 Eastern Daylight Time

Apply for this job

Receive alerts for other Clerk IV (SPHHS Administrative Assistant & Registrar) job openings

Clerk IV (SPHHS Administrative Assistant & Registrar)

What are the responsibilities and job description for the Clerk IV (SPHHS Administrative Assistant & Registrar) position at University of Massachusetts?

What is the career path for a Clerk IV (SPHHS Administrative Assistant & Registrar)?

Job openings at University of Massachusetts

Not the job you're looking for? Here are some other Clerk IV (SPHHS Administrative Assistant & Registrar) jobs in the Amherst, VA area that may be a better fit.

We don't have any other Clerk IV (SPHHS Administrative Assistant & Registrar) jobs in the Amherst, VA area right now.

AI Assistant is available now!