Clerk V (Dean Of Students Office Manager)

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

Under the general direction of the Dean of Students, the Dean of Students Clerk V - Office Manager provides executive level administrative assistance to the Dean of Students in a wide range of complex and confidential matters. The office manager is responsible for managing day-to-day operations of the Dean of Students Office including, but not limited to, purchasing, financial management, workflow processes, administrative record keeping, database and equipment management, physical space management, making travel arrangements, personnel and payroll management, as well as planning and execution of events, meetings, and new initiatives.

Essential Functions

• Represents the Dean of Students in an appropriate manner exercising a high level of discretion, professionalism, tact, confidentiality, and sound judgment at all times. Act as direct liaison for the Dean of Students to campus administrators, student affairs and campus life leaders, and other departmental leaders within the University.

• Provides confidential executive level support to the Dean of Students including calendar management, travel arrangements, financial transactions, drafting internal/external official communication, triaging concerns and inquiries for services and documenting them into appropriate tracking systems, scheduling meetings, reserving meeting/event space as directed, preparing information for meetings and presentations, typing of documents, drafting publications, assisting with projects and initiatives as well as supporting event planning and execution.

• Oversees and supervises office operations and daily management of the Dean of Students Office, serving undergraduate and graduate students, families, university faculty/staff, and the public. Analyzes, creates, reviews, and updates office procedures ensuring compliance with university policies, procedures, and expectations.

• Oversees and manages the execution of financial operations for areas within the Dean of Students purview: procurement, Bank Card management, travel, expense reimbursement, and budget reconciliation. Maintains electronic records of accounts receivable and payable expenses and uses PeopleSoft Financial and Summit System to generate monthly financial reports for review by the Dean of Students and the Dean of Students Collaborative leadership team. Serves as a liaison to SACL Finance.

• Provides administrative assistance to the Dean of Students and Dean of Students Collaborative Leadership team in the management of personnel matters in accordance with university policies and procedures.  Manages time reporting and payroll processes for the Dean of Students Collaborative. As a liaison to SACL Human Resources, assists and tracks student employment and graduate assistants hiring and payroll documentation, and coordinates onboarding and off-boarding of all employees. Provides administrative support to Dean of Students Collaborative search processes.

• Directly supervises the Dean of Students Clerk IV - Office Assistant and indirectly supervises 5-7 student employees. Establishes processes and coordinates trainings to ensure exceptional and timely reception services are provided to students, families, faculty, staff, and community members requesting services or information.

• Provides administrative support for Dean of Students Collaborative leadership processes including, but not limited to, scheduling meetings, auditing and monitoring the progress of projects, analyzing data and generating reports, supporting the maintenance of records and response to records requests. Support internal and external communications regarding Dean of Students Collaborative programs, services, and events. Coordinates the Dean on Call schedule and disseminates the information to relevant campus partners.

• Assists the Dean of Students in the coordination of student death response. Supporting the execution of the student death protocol including, but not limited to, drafting internal and external communications, tracking and dissemination of information, obtaining funeral arrangements and coordinating funeral attendance, coordinating university database updates, coordinating the dissemination of information to families. Oversees the maintenance of the Student Memorial Plaque and coordinates the annual student remembrance ceremony.

• Attends workshops, classes, or training sessions required to fulfill job duties and to advance skills and knowledge in areas such as computers, software programs, interpersonal communications, and project management.

• Represents Dean of Students Office and Dean of Students Collaborative on university committees.

• Performs duties as assigned or required to meet department, Student Affairs and Campus Life and University goals and objectives. Supports programs and events and may assist in transporting materials and supplies.

Other Functions

• Perform related duties as assigned or required. Understands responsibilities with respect to Title IX, Clery and other compliance requirements.

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

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

• Contribute toward creating a positive and respectful workplace. 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)

• High school diploma.

• Three (3) years of full-time work experience in a high-volume office on a college campus or similar work environment.

• Excellent organizational skills and ability to effectively manage multiple priorities while giving attention to details. Ability to organize, screen, and refer multiple and simultaneous requests with minimal amount of supervision. Ability to quickly assess and evaluate problems and take appropriate follow-up action.

• Demonstrated experience with calendar management, budget reconciliation processes, and/or payroll processes.

• Demonstrated experience working with confidential records.

• Excellent interpersonal skills, ability to work with people from diverse backgrounds and ability to establish and maintain good working relationships among co-workers in a muti-layered environment.

• Demonstrated proficiency using computers, Microsoft office suite products, apps and services, web-based customer relations software.

• Knowledge of the English language, both written and oral, including the ability to read, write, spell, use proper grammar and punctuation, comprehend word meaning and usage, communicate effectively in oral expression, and effectively follow and act on written and oral instruction.

Preferred Qualifications

Proficiency with University systems: Summit, BuyWays, Concur, PeopleSoft Finance and HR, SPIRE, etc.

Physical Demands/Working Conditions

• Typical office environment/activity.

• Ability to lift up to 30 pounds without restrictions.

Work Schedule

• Monday-Friday 8:30am-5:00pm with occasional nights and weekends to support Dean of Students Collaborative programs and events.

Salary Information

Grade 15

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: Jul 24 2024 Eastern Daylight Time

Applications close: Oct 24 2024 Eastern Daylight Time