Apply now Job no:519156
Work type:Staff Full Time
Location:UMass Amherst
Department: Dean - Natural Sciences
Union: USA/MTA
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 Clerk IV provides administrative assistance to the Office of the Associate Dean for Faculty and Research and the Office of the Associate Dean for Graduate, Postdoctoral and Faculty Development in the College of Natural Sciences (CNS), including the Director of Faculty Development Programs and the Director of Faculty Equity and Inclusion.? 

Essential Functions? 

• Schedules meetings and maintains calendars. Serves as primary contact and provides administrative support for assigned CNS areas.? 
• Provides administrative back-up for the CNS Dean’s Assistant.? 
• Reviews and submits forms by obtaining appropriate approval.? 
• Runs queries from relevant electronic systems for personnel, finance, and grant information.? 
• Prepares and submits travel arrangements, as a certified travel preparer, for Associate Deans, Directors, external speakers and others as directed.? 
• Responsible for the coordinating the selection process of CNS’ limited submission awards and grant proposals.? 
• Organizes and supports events for faculty, graduate students, and postdoctoral fellows including advertising, scheduling, room reservations and catering orders.? 
• Organizes and provides support for CNS awards competitions, including serving as point of contact for nominators and applicants, advertising, corresponding with potential applicants and awardees, planning awards ceremony and tracking post-award report submissions.? 
• Manages and updates webpages.? 
• Manages databases, employee lists, and directory updates. Provides office support including database management, list maintenance, and directory updates.? 
• Supports CNS committees including scheduling, agenda development, and note-taking.? 
• Assists the Associate Deans with research and analysis of graduate student and faculty programming needs with a priority on diversity, equity, inclusion, and belonging.? 
• Coordinates and assists in the preparation of reports and surveys on graduate student progress and faculty success.? 
• Coordinates and assists with staff and faculty searches, including establishing itineraries, travel arrangements, and record keeping.? 
• Prepares and monitors budgets, including purchasing and reimbursements.? 
• Monitors office supply inventory and orders supplies as needed.? 
• Hires, trains and supervises undergraduate work-study student assistants.? 

Other Functions? 

• Works collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness.?? 
• Works in partnership with colleagues within the College of Natural Sciences (CNS) community and across the campus to support the Dean’s strategic priorities.? 
• Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.? 

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

• High school diploma and two (2) years’ office/administrative experience..?? 
• An Associate’s Degree can be substituted for the two (2) years’ experience. 
• Knowledge of general office practice and procedures.? 
• Strong interpersonal, writing and communication skills.? 
• Ability to work independently preparing effective correspondence and reports; assess work priorities.? 
• Computer skills to include Microsoft Office Suite (WORD and EXCEL).? 
• Experience managing and updating websites. 
• Experience with travel arrangements. 

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

• Associate’s Degree and one (1) year of relevant experience. 
• Campus Travel Preparer Certification. 
• Spire knowledge. 
• Peoplesoft knowledge. 
• Experience preparing and monitoring budgets including purchasing, reimbursement, and bank card reconciliation. 
• Experience with limited submission awards and grant proposals. 

Physical Demands/Working Conditions? 

Typical office environment.? 

Work Schedule? 

Monday–Friday, 8:30am–4:30pm.? 

Salary Information? 

USA/MTA Grade: 13

Special Instructions to Applicants? 

Complete online application, submit a resume and provide contact information for three (3) professional references. ?Search may remain open until a suitable candidate has been identified. 

As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations. (https://www.cns.umass.edu/diversity-equity-inclusion ) 

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.