Clerk IV (Administrative Support Specialist)

Title: Clerk IV (Administrative Support Specialist)

Executive Area: Academic Affairs

College/School/MBU: Humanities & Fine Arts

Department: Architecture

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid or Remote

Job Summary

Provides administrative support for faculty and staff in the Architecture Department, including the Department Chair, Undergraduate Program Director, Graduate Program Director for the March and the Graduate Program Director for the MSDesign in Historic Preservation. Generally responsible for management of the Architecture Department's Main Office.

Essential Functions

Processes Undergraduate and Graduate applications (including portfolio submissions) according to departmental and program requirements and liaises with the Undergraduate Admissions Office and the Graduate School as needed. Responds to questions about department programs and application processes ensuring that provided information is clear and accurate. Prepares correspondence from Program Directors as requested.

Provides administrative support for academic advising. Conducts degree audits, records advisors for undergraduate majors, enables and facilitates on-line and in-person course registration and assists faculty advisors, helps schedule courses, and assists minors in processing their declaration form. Organizes, maintains and secures student records and department archives.

Manages the Architecture department's main office and provides excellent customer service to anyone who calls or enters the office. Determines work schedules and assignments to ensure deadlines are met, confidentiality is maintained, and detailed and complex information is processed and provided correctly. Recruits, hires and trains work-study students to assist with administrative tasks. Assesses office needs and makes recommendations to the Department Chair regarding workflow, equipment, supplies, space, and staff requirements. Ensures courier services, photocopying orders, and delivery of correspondence in a timely manner.

Manages a wide range of program events, meetings and appointments including graduate and undergraduate information sessions, bus trips, interviews with prospective students, and guest lectures and symposia. Maintains a professional and cheerful demeanor, creating a welcoming environment for everyone in attendance.

Assists with travel itineraries and reservations for faculty and submits expense reports and reimbursement forms.

Maintain records of ProCard expenditures and grant proposals in conjunction with the department's bookkeeper.

Maintains the department's database, recording and updating information related to students and courses, accreditation, alumni, Advisory Board, outside organizations and industry partners, international studies, and employment opportunities.

Monitors and updates the department website as needed.

Assists the Studio Arts and Art History programs with office management as needed.

Other Functions

Performs other duties as assigned.

Minimum Qualifications

High school diploma or equivalent.

At least one (1) year of experience working in an office setting.

Excellent organizational skills and attention to detail. Ability to prioritize, plan, organize, assign, and monitor workflow.

Excellent oral and written communication skills. Ability to give oral and written instructions in a precise and understandable manner.

Ability to exercise sound judgment. Ability to think through complex problems, organize and seek out information, identify key factors and underlying causes, and generate solutions.

Demonstrated competency with Windows based software, including Access, Excel, Outlook, and Word.

Ability to work both independently and collaboratively as program and department needs fluctuate during the academic year.

Strong interpersonal skills with the ability to interact effectively and create and maintain harmonious relationships with a diverse population of staff, faculty and students.

Preferred Qualifications

Prior experience using the University Student Information System (SPIRE) and PeopleSoft.

Knowledge of basic bookkeeping methods and practices.

Demonstrated competency in PowerPoint, Dreamweaver, InterAction, and databases like FilemakerPro.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday - Friday; 9am - 5pm.

This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee's work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement.

This position has the opportunity for a remote work schedule, which is defined by the University as an arrangement where the employee's work location is to work from a site other than the UMass Amherst campus. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement.

Salary Information

Pay Grade: USA/MTA Grade 13

Click here to view the Classified Step Scale

Special Instructions for Applicants

Along with the application, please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.