Clerk V (Office Assistant)

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

Performs diverse, complex, administrative, written, grant preparation, and clerical support activities for the Office of Research and Scholarship in the College of Nursing. Shows independent initiative and operates with a high level of judgment and problem-solving skills. Participates as a team member to support the Associate Dean for Research, the Research Administrator, and faculty to increase the number of externally funded grant proposals, submitted and funded, by federal, state, local, private foundation, and commercial entities. Serves as a resource for faculty and works to remain current with federal, state, university, and college rules and regulations to support the Office of Research and Scholarship.

Essential Functions

Provides support for Office of Research and Scholarship activities, including but not limited to:

Administrative Duties:

• Day-to-day responsibilities include greeting guests; screening calls; managing calendars; making travel, meeting, teleconference arrangements; typing/editing/formatting documents; preparing tables, and customer relations.

• Promotes a positive working environment, including collaborative, transparent, and engaging working relationships. Supports and promotes a climate of inclusion among College staff, faculty, and students.

• Provides clerical assistance to faculty and staff who are organizing Office of Research and Scholarship events and travel.

• Responsibilities include discussing plans with faculty and staff and managing an Office of Research and Scholarship event timeline and budget spreadsheet, communicating with event planners at UMass Auxiliary Services or local hotels, and other clerical services such as travel arrangements, parking passes, submitting purchase requests, and Office of Research and Scholarship tasks needed to assist faculty and staff with organizing events.

• Maintains detailed, accurate, organized electronic and other files on behalf of the Office of Research and Scholarship. Creates and maintains Excel spreadsheets, PowerPoint presentations, and other materials as related to and needed by the developing needs of the Office.

• Performs other duties as assigned in support of the mission and goals of the Elaine Marieb College of Nursing.

Grants Coordinator Duties:

• Provides grant application process guidance to faculty and students and assists in the preparation and assembly of applications.

• Maintains a checklist of sponsor guidelines for applications and facilitates compliance.

• Updates, and maintains internal samples and toolkits of commonly used grant element examples to assist with the application process. Schedules needed training on roles and responsibilities of an investigator. Works with the Finance Lead for the timely setup of new grant accounts.

• Works with the Research Administrator and, as needed, with the Principal Investigators (PIs) to create detailed budgets, re-budgets, and amendments following funding, university, and college guidelines.

• Under the guidance of the Associate Dean for Research and/or the Research Administrator, works with other university offices as appropriate to initiate subcontract agreements and Memoranda of Understanding (or Agreements).

• Provides any necessary reporting for the Office of Research and Scholarship. Populates grant spreadsheet with PI effort and updates status when the grant is awarded.

• As needed, participates in regular meetings to discuss grant activity, timelines for non-competitive renewals, carry-over funds, no-cost extensions, and other open items. Submits required documentation to external funding sponsors and internal university. departments as directed by the Associate Dean for Research and/or the Research Administrator.

• Works with the Associate Dean for Research, Research Administrator, and Principal Investigators (PIs) to resolve grant-related issues and optimize the use of funds and conduct of the study. Participates in the development and delivery of workshops and seminars, and internal grant opportunities. Performs other related duties as assigned by the Associate Dean for Research and/or the Research Administrator.

Other Functions

• Performs other duties as assigned.

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

• High school diploma or equivalent and three (3) years of full-time or equivalent part-time experience working in an office setting. An Associate's Degree or higher may be substituted for two (2) year of required experience.

• Excellent attention to detail.

• Flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, outside clients, students, and vendors.

• Strong organizational skills: ability to work independently, prioritize, and meet deadlines.

• Highly skilled with MS Office products including Word, Excel, PowerPoint.

• Ability to implement written and verbal instruction.

• Ability to read, write, and comprehend the English language at an experienced level with knowledge of scientific and technical language and terms used in grants and contracts.

• Experience with general clerical functions.

• Sensitivity to confidential matters.

• Ability to work in a diverse multi-cultural environment and across disciplinary boundaries with tact.

• Ability to nurture and maintain effective working relationships.

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

• This is a demanding role in a busy office setting with complexity, confidentiality and multitasking required.

• Experience working in higher education, research intensive environment preferred.

• Experience with NIH Assist, NIH ERA Commons, and other enterprise systems preferred.

• Some travel may be necessary representing the College of Nursing at events and programs.

• Willingness to work outside normal hours occasionally in support of Elaine Marieb College of Nursing events.

Physical Demands/Working Conditions

• Typical office environment.

• Ability to lift and move boxes, office supplies, etc. up to 30 pounds.

Additional Details

• Position involves continuous acquisition of new skills in grant pre-award and post-award grant management systems used by federal, state, foundation, private, and business entities to submit, track, administer, report, monitor, and close out research grant awards.

Work Schedule

• Monday-Friday, 9am-5pm.
• 37.5 hours per week.

Salary Information

USA/MTA Non-Exempt 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: May 13 2024 Eastern Daylight Time

Applications close: Aug 13 2024 Eastern Daylight Time