Job no: 515193
Work type: Staff Full Time
Location: UMass Amherst
Department: Human Resources
Union: Non-Unit Non-Exempt
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

Responsible for overall office management including accounting, record keeping, database and equipment management, personnel and payroll, hiring and supervision of student staff; coordination of the production of the departmental program catalog; and all marketing for departmental programs and service, including the website.

Essential Functions

Financial Duties and Responsibilities:

• Under the supervision of the manager of Workplace Learning and Development, performs all relevant financial functions for all accounts associated with Workplace Learning and Development including budget projections: calculating expenses for personnel, administrative operations, equipment and maintenance expenses, consultants and operational services; balances and reconciliations with the university's monthly financial reports using the PeopleSoft Financial system.
• Performs functions associated with billing and receiving revenue for services performed by Workplace Learning and Development including: invoicing, receiving and depositing payments, initiating recharges, and tracking revenue using an Access database and the PeopleSoft Financial system.
• Serves as purchasing agent using discretion in purchasing departmental supplies (including using the university's ProCard credit card) and maintains accurate records for self and the manager's account by reconciling monthly expenditures according to university policy and procedures in preparation for random audits; prepares purchase orders; enters and approves university's online purchase orders; prepares and submits to the accounting department disbursement vouchers and campus recharges for payment of department expenses according to university policies and procedures.
• Submits bills to staff for reimbursement of off-campus telephone and FAX charges not job related; collects reimbursement checks and submits to the Bursar's office for reimbursement to departmental account.
• Assists staff with travel arrangements and reservations for staff participation at conferences; compiles information for staff travel authorizations and advances; enters data into the online system; and collects fees.

Personnel Duties and Responsibilities:

• Prepares weekly Time and Labor using PeopleSoft Human Resources system for permanent full and part time staff, professional, graduate and undergraduate student staff; maintains accurate payroll files.
• Compiles information, prepares and processes personnel actions for professional positions, clerical positions, and assistantships for graduate students; prepares and enters online undergraduate employee personnel information; and maintains accurate files on office personnel.
• Under the direction of the manager, coordinates schedules for search committees and serves on search committees for classified positions. Acts as liaison to the employment office when hiring new employees; receives letters of application and resumes, receives and completes applicant profiles and signs when appropriate, collects travel receipts, prepares expense vouchers, and submits forms for reimbursement or payment to the traveler.

Program Coordination:

• Develop, manage, coordinate, and edit content for the semi-annual Workplace Learning and Development Program Catalog.
• Research, gather and coordinate information ensuring that it is accurate and written in an appropriate style and tone for the audience it serves.
• Oversees the production of the semi-annual Workplace Learning and Development Program Catalog including organizing information, overseeing the design and bidding process and the printing and distribution of the catalog to the campus community.
• Oversees the development of a wide range of outreach and marketing strategies including flyers, newspaper ads, electronic mail, and the Workplace Learning and Development web page.
• Oversees the implementation of the training workshops each semester including the computerized registration system for workshops, scheduling workshops, catering meetings, reserving facilities, and requesting required equipment.
• Serves as liaison for workshop facilitators including compiling information, preparing and processing contracts for services, responding to special requests, and resolves problems. Responsible for assuring proper documentation is received prior to payment to facilitators for their services when necessary.
• Prepares WLD Annual Report.

Office Management and Support:

• Manages the daily operations of the office by monitoring assigned unit activities to ensure effective operations in compliance with the unit established rules and regulations, prepares and maintains contracts and service agreements for equipment such as copy and FAX machines according to university policies and procedures, anticipates filling supply requirements, inventory control, renewal of subscriptions, and related troubleshooting.
• Provides administrative support for full and part time professional staff members and graduate students; provides reports and correspondence by utilizing various software programs including word processing, spreadsheets and databases.
• Arranges and coordinates meeting sites, catering, etc. for staff retreats and meetings with the on and off campus community.
• Assist staff with travel arrangements and reservations for staff participation at conferences, compiles information for staff travel authorizations and advances and enters onto the campus online system, collects travel receipts, prepares expense vouchers and submits disbursement vouchers to accounting department for payment or reimbursement by the traveler.

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

• Excellent clerical skills including experience in the preparation of memos, correspondence, filing, and data management. Record keeping and telephone skills.
• Experience with maintaining numerous and various work processes with multiple parts i.e. the database registration system. Ability to order supplies and schedule trainings.
• Experience hiring, training and supervising staff.
• Ability to learn numerous and various University policies and procedures and apply them to work processes.
• Working knowledge of bookkeeping and basic accounting skills.
• Working knowledge of standard office machines such as photocopiers, FAX machines, scanner, telephones and typewriters.
• Working knowledge of PC computers as well as word processing, database management, spreadsheets programs, and other information technologies i.e. email.
• High school diploma and minimum of three (3) years full-time or equivalent part-time experience with office management.
• Experience with purchasing equipment and supplies.
• Experience with personnel and payroll management.
• Experience with budget principles and basic accounting.
• Ability to use sound judgment in overall office management.

Physical Demands/Working Conditions

• Typical office activity.

Additional Details

Qualifications acquired on Job:

• Proficiency with computerized budgetary management system.
• Knowledge of university policies and procedures.
• Knowledge of unit operating procedures.
• Knowledge of the state’s budgetary procedures and terms.
• Ability to use PeopleSoft Human Resource systems.
• Ability to use PeopleSoft Financial systems.
• Knowledge of web management.

Work Schedule

• Monday - Friday, 8:30 am – 5:00 pm (37.5 hours per week).
• 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 is non-unit, it is subject to the terms and conditions of the University of Massachusetts Board of Trustees Non-Unit (Professional/or Classified) Employee Personnel Policy.

Salary Information

Grade 13

Special Instructions to Applicants

Along with the application, please submit a resume, cover letter, and contact information for three (3) professional references. The search will remain open until filled.

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: Jul 22 2022 Eastern Daylight Time
Applications close: