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Clerk IV (Administrative Assistant to the Chair of the Faculty) - CICS - Hybrid Opportunity

University of Massachusetts Amherst
UMass Amherst

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Job Details

Job no: 520238
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

Provides comprehensive administrative support to the Chair of the Faculty and Associate Chairs within the Manning College of Information and Computer Sciences (CICS). This includes coordinating activities such as faculty recruiting, faculty promotion and tenure reviews, and faculty reviews.

Essential Functions

  • Accurately schedules and maintains the Chair’s electronic calendar. Prioritizes meetings based on urgency and attendees. Schedules various meetings on behalf of the Chair and Associate Chairs. Manages logistics for each meeting: reserves space, initiates invitations on various conference/video platforms (i.e., Zoom), arranges and sets up food/beverages, etc. Prepares presentations or other materials for each meeting. Records clear and accurate minutes at key meetings and distributes them to the appropriate parties.
  • Provides administrative support for the faculty promotion and tenure cases and faculty reviews. This includes, but is not limited to, maintaining a comprehensive tracking system, coordinating correspondence between relevant parties, collecting and uploading files, answering questions about policy and procedure, and sending timely reminders about deadlines. Collaborates with CICS HR, faculty, the personnel committee, the Chair, Associate Chairs, and the Provost’s Office as needed.
  • Provides administrative support for faculty searches.
  • Monitors the faculty recruiting email account and responds to inquiries in a timely and professional manner.
  • Coordinates all correspondence with reference writers and ensures the references arrive in a timely manner.
  • Coordinates multi-day visits with faculty candidates, ensuring that itineraries are complete and accurate. Coordinates seminar announcements and books space for each meeting on the itinerary. Arranges lodging, transportation, and meals. May be required to work occasional nights and weekends when events such as inclement weather disrupt travel plans or alter itineraries.
  • Answers various policy and procedure questions from hosts or other search committee members, consulting with the Chair of the Faculty or the College’s HR team as needed.
  • Coordinates the visitor and adjunct approval processes for the College.
  • Plans and prepares travel arrangements and itineraries for the Chair and processes subsequent expense reports in a timely manner.
  • Drafts or edits various correspondence on behalf of the Chair and Associate Chairs.
  • Answers, screens, and responds to phone calls and emails directed to the Chair’s office, using personal judgment to determine urgency, resolve issues, or route requests to the appropriate person. Works with CICS HR and the Provost’s office to gain clarity on policies or procedures and solve problems.
  • Other Functions

    • Performs related duties as assigned or required to meet Department, College, or University goals and objectives.
    • Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.
    • Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.
    • Understands and contributes to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.
    • Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.

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

    • High school diploma or equivalent.
    • Two (2) years of full-time or equivalent part-time experience providing excellent customer service in an office environment.
    • Ability to arrive on time each day and maintain regular office hours.
    • Exceptional attention to detail with the ability to track important deadlines, remind relevant parties of those deadlines, and ensure that all materials are collected and submitted on time.
    • Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style.
    • Strong interpersonal skills and a high level of professionalism with the ability to interact effectively and create and maintain harmonious relationships with a diverse population of staff, faculty, students, and off-campus constituents.
    • Independent initiative. Must have the ability to stay on task and work productively with a minimal amount of supervision or guidance.
    • Willingness to take on a variety of tasks related to the successful operation and administration of the College. The ability to adapt and work effectively as the College or programs grow and the situation changes. Ability to work effectively under pressure.
    • Strong organizational skills with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.
    • Ability to read, understand, apply and explain rules, regulations, and policies/procedures related to duties.
    • Ability to understand and follow complex oral and written instructions and create effective and efficient work processes.
    • The ability to think through problems, organize and seek out information, identify key factors and underlying causes, and generate solutions or resolve discrepancies.
    • Ability to exercise sound judgment and maintain confidentiality.
    • Strong computer skills including at least intermediate expertise with:
    • Email.
    • Calendar systems such as Outlook or Google.
    • Word processing software such as Microsoft Word or Google Docs.
    • Spreadsheets such as Microsoft Excel or Google Sheets.
    • Presentation software such as Microsoft PowerPoint or Google Slides.
    • Databases such as FileMaker or Microsoft Access.
  • Ability to work occasional nights and weekends.
  • Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

    • Experience supporting an academic administrator such as a Chair or Dean.
    • Knowledge of UMass Amherst academic policy and procedure.
    • Experience arranging travel and accommodations.
    • Experience organizing meetings with a large number of attendees with varying schedules.

    Physical Demands/Working Conditions

    Typical office environment.

    Work Schedule

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

    Salary Information

    Grade 13

    Special Instructions to Applicants

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

    UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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 UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

    Advertised: Aug 28 2023 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.


    Company info
    Whitmore Administration Building

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