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Clerk IV - Academic Programs Office Coordinator, CICS

Employer
University of Massachusetts Amherst
Location
UMass Amherst
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Job Details

Job no: 513842
Work type: Staff Full Time
Location: UMass Amherst
Department: Computer Science
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

Provide a wide range of operational management and administrative support for the College of Information and Computer Sciences’ Academic Programs Office in the Computer Science Building. Assist faculty, staff, students, visitors, and guests. Contribute to a positive, customer-service-oriented working environment.

Essential Functions

  • Serve as the first point of contact for students, faculty, staff, and guests who enter the Computer Science building or call the college’s main telephone line. Greet people in a professional and courteous manner at all times. Independently answer questions and resolve concerns when possible, or direct them to the appropriate person, location, or resource. Assist academic programs staff by triaging a high volume of students who visit the academic programs office in person.
  • Read and respond to all emails that are directed to the general college email account in a timely and professional manner. Ensure that people are connected to the appropriate person or team.
  • Hire, train, schedule, and supervise student employees to support academic programs office operations. Ensure the students complete their daily checklists. Assign and oversee special projects. Keep the academic programs office’s training manual, checklists, and other materials up-to-date. Evaluate student performance and create a plan to overcome any concerns (e.g. provide additional training). Report any ongoing concerns to the college’s Human Resources team.
  • Sort and distribute incoming interoffice and postal mail. Create mailboxes as needed as new employees are hired. Periodically audit the boxes and make adjustments as needed. Work with the college’s IT group to log a large volume of incoming packages including regular deliveries of computers, hardware, or other equipment that needs to be carefully cataloged. Distribute packages to the appropriate people or groups. Coordinate outgoing package pick-ups. Ensure interoffice mail is hand-delivered to the appropriate buildings across campus as needed.
  • Support college faculty and staff by handling various administrative tasks such as photocopying, scanning, and filing. Provide extra support to the academic programs team during peak times.
  • Assist the college’s Events Manager with processing a high volume of requests for conference room, classroom, or event space reservations. Accept catering orders that are delivered to the academic programs office and inform the Events Manager when they have arrived. Assist with the preparation and execution of events and meetings when necessary.
  • Assist the Dean, Chair, and/or other college leadership with various special projects.
  • Open and close the CS building’s academic programs office and adjacent spaces each weekday. Periodically check all public spaces in the building to ensure they are presentable and have the appropriate supplies. This frequently involves moving tables and chairs back to their appropriate spots in conference rooms, event spaces, and lounges. Assist the college’s “building coordinator;” Report any maintenance issues and resolve any janitorial requests or concerns.
  • Inventory the central stock of office supplies for the college and reorder as needed.
  • Maintain the college’s electronic and print bulletin boards ensuring that they are always presentable and up-to-date.

Other Functions

  • Performs other duties as assigned.

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

  • High School diploma or equivalent.
  • Demonstrated ability to arrive on time each day in order to maintain the office hours required for this position.
  • Strong interpersonal skills with the ability to interact effectively, and create and maintain harmonious relationships within the academic programs team, the college, and across the university with a diverse population of staff, faculty, students, and off-campus constituents. Ability and willingness to work empathetically with a diverse student population and contribute to their success. Must have a professional and positive presence.
  • Strong written and verbal communication skills. Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence. Must have professional phone etiquette.
  • Ability to excel in a fast-paced environment with shifting priorities and display independent initiative. Must have the ability to stay on task and work productively with a minimum amount of supervision or guidance. Willingness to take on a variety of tasks related to the successful operation of the College. The ability to adapt and work effectively as the College grows.
  • Strong organizational skills and attention to detail with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.
  • Ability to exercise sound judgment and maintain confidentiality. The ability to think through problems, organize and seek out data/information, identify key factors and underlying causes, and generate solutions.
  • Strong computer skills including at least intermediate expertise with:
  • Email
  • Calendar systems such as iCal, Outlook, or Google
  • Word processing software such as Microsoft Word or Google Docs
  • Spreadsheets such as Microsoft Excel or Google Sheets
  • Databases such as Microsoft Access or FileMaker
  • Ability and willingness to deliver mail to other buildings across campus as needed.
  • Ability to lift and relocate tables and chairs as needed to assist with events or maintain public areas of the building.
  • Physical Demands/Working Conditions

    Typical office environment.

    Work Schedule

    • Monday - Friday, 8:30am-5:00pm.
    • May be required to work some nights and weekends.

    Salary Information

    Grade 13

    Special Instructions to Applicants

    Please submit a resume, cover letter, and contact information for three (3) professional references.

    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: Apr 21 2022 Eastern Daylight Time
    Applications close:

    Organization

    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.

     

    Find Us
    Website
    Telephone
    4135454894
    Location
    181 PRESIDENTS DR
    Whitmore Administration Building
    Amherst
    Massachusetts
    01003
    United States
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