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Clerk IV (Conference Services)

University of Massachusetts Amherst
UMass Amherst

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Job Details

Job no: 513444
Work type: Staff Full Time
Location: UMass Amherst
Department: Conference Services
Union: USA/MTA
Categories: Administrative/Office Support, Food Service/Hospitality

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

Meets with academic and non-academic groups to arrange functions. Performs room scheduling. Attends events and functions to ensure compliance with regulations and smooth operations.

Essential Functions

  • Coordinates meeting and dining room space requests as related to physical set-up, audiovisual, property, catering, information and telecommunications needs within the Campus Center Student Union Complex.
  • Supervises and performs meeting room scheduling clerical work requiring decisions about facility usage and conformance with facilities policies on usage of the facilities.
  • Provides pre-planning site tours to potential customers; including Registered Student Organizations, Academic departments and Non-University clients.
  • Provides site-related event planning; acts as on-site presence/liason between customers and Auxiliary Services Events Office and Campus Center Complex to ensure smooth operation during events.
  • Coordinates the planning of space requests with related departments and on/off campus clients. Finalize and execute prearranged requests as they relate to the subject services.
  • Maintain a working knowledge of the Campus Center Complex physical structure, properties, rules, regulations and general operating procedures for use in facility scheduling functions.
  • Prepares various periodic reports as required.
  • Supervises and trains a part-time staff performing clerical work such as utilizing computer database in the performance of scheduling facility use.
  • Performs miscellaneous clerical work as required.
  • Functions as a liaison between the Sales Office and Facility Services operations support staff.
  • Represents the Sales Office at weekly University Conference Services and Facility Services, Catering and Hotel operations meetings.
  • Functions as a liaison with academic departments and other groups to coordinate services for complex events.
  • Implements room rental charges, credits, adjustments and billing in conjunction with Business Office.
  • Make referrals of work orders to appropriate areas relevant to physical needs.
  • Monitors compliance of event sponsors and participants with building policies and procedures.
  • Monitors compliance of event sponsors and participants with Environmental Health and Safety procedures.
  • Participates on committees as requested.
  • Provides functional supervision of set-up crews and technical support staff for major events.
  • Other Functions

    • Performs other duties as assigned.

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

  • High school diploma or equivalent.
  • Two years catering and/or event booking experience.
  • Knowledge of office practices and procedures.
  • Working knowledge of office equipment and their application; particularly computers, printers and fax machines
  • Working knowledge of office record keeping and reporting.
  • Ability to organize and supervise the work of clerical subordinates performing a variety of functions.
  • Ability to develop effective office work procedures.
  • Ability to understand and follow oral and written instructions.
  • Ability to communicate with other employees and the general public in a clear and concise manner, both orally and in writing.
  • Considerable experience in general clerical work.
  • Supervisory experience.
  • Ability to prepare operating and statistical tabulations and reports.
  • Typing and data entry skills.
  • Ability to maintain good working relationships with other department employees and the general public.
  • Considerable working knowledge of catering food service operations and/or sales.
  • Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

    • Hospitality industry work experience preferred.

    Additional Details

    Receives direct supervision from the Director of Sales.

    Work Schedule

    37.5 Hours per week

    Salary Information

    Grade 13

    Special Instructions to Applicants

    Applicants must provide a resume and 3 professional references with their application.

    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: Mar 17 2022 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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