Assistant To Director/Clerk IV

University Of Massachusetts Amherst Amherst , MA 01003

Posted 2 months ago

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

Provide primary administrative support for the Office of the Director of Residential Life Operations.

Essential Functions

  • Field and screen requests and inquiries coming to the Director.

  • Respond as appropriate to the circumstances, or refer to most appropriate Department colleague using available tools/software, i.e. The Maintenance Authority (TMA), VOICE, CARE.

  • Refer issues to the Director requiring his/her attention.

  • Provide relevant background information to inform Director's action, i.e. research and summarize acute student/family concerns.

  • Exercise professional judgment in all interactions, respecting the often confidential nature of information and circumstances including employee issues, student issues, parent concerns, etc. Comply with federal requirements and best practices; including FERPA and HIPAA regulations.

  • Prepare correspondence for routine matters on behalf of the Director.

  • Manage calendars, schedule meetings and commitments per guidelines developed with Director.

  • Maintain Leadership Team calendar for department planning and key dates.

  • Plan and coordinate the Residential Life annual Employee Appreciation Breakfast.

  • Perform purchasing and budget reconciliation responsibilities for the Director.

  • Manage and create spreadsheet for APR Tracking for AFSCME staff supervisors.

  • Process payroll and oversee timekeeping for Residential Life Student Services (RLSS) & Finance to include training and functional supervision of nine Residential Service Desk Coordinators (RSDCs - Clerk IVs) and the submission of a spreadsheet requesting additions and/or modifications of staff info in Kronos.

  • Collect and distribute weekly reports detailing payroll feed errors/discrepancies for RLSS, Residential Life Operations, Residence Education and Student Affairs & Technology Services (SATS).

  • Provide administrative needs regarding the Student Damage Appeals Committee; oversee and train staff on Damage Billing claims processing.

  • Complete benchmarking and similar projects including, but not limited to, Residential Life Annual Report, Residential Life Strategic Plan, Residential Life Operating Plan, ACUHO-I Annual Benchmarking, etc.

  • Advise and assist the Director on the full range of complex business matters related to programs and activities, to include assisting with unit assessments, planning, and personnel issues.

  • Provide assistance with on-boarding and off-boarding staff including creating and scheduling orientation and training for new employees.

  • Serve as role model in the practice and delivery of positive customer service.

Other Functions

  • Performs related duties as assigned or required to meet Department, Executive Area/Division, and University goals and objectives.

  • Understands responsibilities with respect to Title IX, Clery and other compliance requirements

  • Demonstrates capacity, skill and willingness to engage students and contribute to student success.

  • Works collaboratively with other campus stakeholders to fulfill the mission of Student Affairs and Campus Life

  • Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.

  • Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.

  • Understands and contributes to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.

  • Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.

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

  • Five years of directly related administrative work experience.

  • Excellent customer service skills and ability to screen and evaluate questions.

  • Superior computer software skills, with focus on word processing, power point, spreadsheet, and publishing.

  • Ability to effectively explain policies and procedures to colleagues, students, families, and members of the public.

  • Exceptional organization skills and attention to details.

  • Exceptional ability to establish positive working relationships.

  • Exceptional oral and written communication skills.

  • Excellent ability to discern the need for confidentiality.

  • Strong ability to work independently and sequence work based on relevant priorities.

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

  • Associate's Degree (in Business or related field) preferred.

  • Office experience in a University setting preferred.

Physical Demands/Working Conditions

Typical Office environment Activity

Additional Details

Qualifications learned on the job:

  • Knowledge of applicable policies and procedures of Residential Life, Student Affairs and the University.

  • Proficiency in use of Departmental, Division, and University related applications, i.e. PeopleSoft, Kronos, TMA, VOICE and CARE.

Work Schedule

Mon-Fri 8:30 AM- 5:00 PM (37.5 hours per week)

Some Holiday and weekend work required.

Salary Information

Grade 13

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: Aug 29 2019 Eastern Daylight Time

Applications close: Sep 4 2019 Eastern Daylight Time


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Assistant To Director/Clerk IV

University Of Massachusetts Amherst