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Clerk V - Undergraduate Program Assistant

University of Massachusetts Amherst
UMass Amherst

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Job Details

Job no: 509738
Work type: Staff Full Time
Location: UMass Amherst
Department: History
Union: USA/MTA
Categories: Academic Advising & Learning Resources, Administrative/Office Support, College of Humanities & Fine Arts

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 Undergraduate Program Assistant serves as sole support staff for the Undergraduate Program in the Department of History. Duties include advising, supporting student activities, scheduling all department classes and some events­­, certifying majors for graduation, processing course waiver requests, processing student awards, and providing program information to students, faculty, and others. Plans and implements department events under the direction of the Director of Undergraduate Studies or Department Chair. Participates as required in the Undergraduate Studies and scholarship committees. Works with University personnel on matters related to the Undergraduate Program and scheduling.

Essential Functions

Advising and Support for Student Activities

  • Explain degree requirements to students and identify issues that may affect their degree completion; refer students to the UPD for further advising, refer students to appropriate campus service units.
  • Answer student and faculty inquiries regarding regulations and requirements for the major, College, and University.
  • Coordinate student data with International Programs Office regarding international exchange students.
  • Maintain the Undergraduate Studies website, post information to the majors listserv, create and disseminate promotional material regarding new or under-enrolled courses.
  • Assemble registration packets for faculty advisors.
  • Assist in the planning and execution of departmental events for undergraduate majors, including receptions for majors, assist with career nights, annual awards ceremony, annual thesis symposium, annual Phi Alpha Theta induction ceremony, and commencement reception each May; track event budgets and expenses.
  • Assist the students of the History Club with events and activities; track History Club expenses.
  • Assist the student officers and faculty advisor of the international history honors society, Phi Alpha Theta.
  • Schedule and mentor 2-4 undergraduate peer mentors each semester.
  • Maintain a schedule of departmental scholarship application deadlines and notify students as needed, collect and organize student scholarship applications for committee review, assist in preparing faculty nominations of History majors for Department, College, and University awards and scholarships.
  • Attend regional conference on academic advising (NACADA – National Academic Advising Association) as assigned.

Record Keeping

  • Three times each academic year – February, May, and September – assist UPD in reviewing student records to clear seniors for graduation; notify and advise students who have not completed the major requirements.
  • Keep track of course changes (titles, course numbers, semesters involved) in a spreadsheet and prepare reports on majors, courses offered, class enrollments, etc. as needed.
  • Process, file, and retrieve academic records as needed and maintain office files.
  • Assist the UPD in establishing procedures relating to academic topics such as registration, independent study courses, degree audits, incomplete grades, and processing student records.
  • Maintain the departmental archive of undergraduate event photos, programs, lists of student award recipients, and donor thank you letters.

Course Scheduling

  • Prepare basic course schedule for forthcoming semesters, solicit course requirements from faculty and compile in a spreadsheet.
  • Revise schedule with changes in preparation for meetings of Associate Chair/Scheduling Officer and department officers.
  • Follow up on changes and room assignments, assist faculty with classroom scheduling requests and maintenance requisitions.
  • Assist the Scheduling Officer in compiling the Undergraduate Course Description Guide and other publications for majors.

Other Duties and Responsibilities

  • Communicate with Registrar, University Advising Center, Honors College, and other departments and programs as appropriate.
  • Maintain, with the Office Manager, departmental scholarship information on the Academic Works system and manage the collection of online student applications for review by the department’s scholarship committee.
  • Answer telephones and make appointments for the Undergraduate Program Director.
  • Attend appropriate campus meetings, including occasional evening meetings and events.
  • Work with Enterprise Desktop Support to maintain computer in good working order and seek end-user IT training as needed.
  • Run reports in Spire.

Other Functions

  • Perform other duties as assigned.

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

  • Minimum of three years of office work experience.
  • Minimum of high school diploma.
  • Experience working in a higher education environment.
  • Excellent written and oral skills.
  • Excellent organization skills.
  • Excellent customer services skills.
  • Must be open to new situations and be able to use constructive criticism productively.
  • Must display initiative, a willingness and desire to acquire knowledge, and the ability to follow through on tasks and assignments; should be willing to make useful suggestions to UPD, Office Manager, Scheduling Officer, and faculty when appropriate.
  • Ability to learn, prioritize, think critically on the job, and complete work in a timely manner.
  • Strong interpersonal skills as demonstrated by professional manner and demeanor.
  • Must be able to work easily with a diverse group of constituents on and off-campus.
  • Ability to maintain complete and accurate records.
  • Ability to exercise discretion when handling confidential information.
  • Computer skills (word processing, excel spreadsheets) and ability to learn and apply new software as needs change and advances in information technology occur.

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

  • Bachelor's degree.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

Monday – Friday, 8:30am-4:30pm

Salary Information

Grade 15

Special Instructions to Applicants

Please include a cover letter, resume, and contact information for three professional references. Review of applicants will begin on September 15, 2021 and may continue until a suitable candidate pool has been identified.

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: Sep 2 2021 Eastern Daylight Time
Applications close:


The University of Massachusetts Amherst is one of the preeminent public research universities in America. Nestled in idyllic Amherst, Massachusetts—often called “The top college town in North America”—the campus is consistently ranked among the top public research universities in the nation, and offers a rich cultural environment in a rural setting close to major urban centers. 

As one of the nation's top public research universities – as measured by national and international rankings, academic citations, and research funding – the campus spends more than $180 million on research each year, demonstrating its contribution to the nation’s position as a technological and economic leader. The university works in conjunction with academic, government, and private partners to translate new knowledge and scientific discoveries into technical innovations and scholarly works that create opportunities for students, faculty and the public. 

Eight schools and colleges offer more than 85 undergraduate majors, 68 master’s and 48 doctoral degree programs, many counted among the top programs in the nation and world. UMass Amherst is also home to New England's premier honors college.

The 1,159 full-time faculty members are dedicated teachers and world-renowned researchers and the campus has regularly been listed among the top performers in terms of faculty awards. With over 24,000 students from all 50 states and over 70 countries, the student body is the most academically successful in the history of the campus. Students participate in 240 organizations, 21 NCAA Division I athletic teams, extensive intramurals, living-learning residence halls, community service, and internships. With one of the largest residential life systems in the nation, UMass Amherst houses approximately 12,000 students on campus. The university is enjoying a facilities renaissance, including new buildings in the sciences, the arts, and recreation. UMass Amherst is part of the Five College consortium with Smith, Mount Holyoke, Hampshire and Amherst colleges.

As an employer, the University of Massachusetts Amherst is a national leader in developing family-friendly policies, benefits and amenities designed to help faculty members develop both productive careers and satisfying personal lives. The university offers one of the nation’s most generous parental leave policies. The university is also part of the Academic Career Network, a regional consortium formed to serve dual-career couples and encourage greater diversity in the academy.


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