Clerk V (New Student Orientation, Transitions & Family Programs Office Manager)

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

Under supervision of the Associate Dean of Students and Director of New Student Orientation, Transitions, and Family Programs, the Office Manager - Clerk V is responsible for providing excellent student and family facing customer service and communication in the New Student Orientation, Transitions, and Family Programs office. The office manager is responsible for managing day-to-day operations of New Student Orientation, Transitions, and Family Programs office including, but not limited to, purchasing, financial management, workflow processes, administrative record keeping, database and equipment management, physical space management, making travel arrangements, personnel and payroll management, calendar management, as well as planning and execution of programs and events.

Essential Functions

• Provides administrative support to the Associate Dean of Students and Director of New Student Orientation, Transition and Family Programs including calendar management, travel arrangements, financial transactions, drafting internal/external official communication, triaging concerns and inquiries for services and documenting them into appropriate tracking systems, scheduling meetings, reserving meeting/event space as directed, preparing information for meetings and presentations, typing of documents, drafting communications, assisting with projects and initiatives as well as supporting event planning and execution.
• Oversees and supervises office operations and daily management of the New Student Orientation, Transition and Family Programs Office, serving undergraduate students, families, university employees, and the public. Analyzes, creates, reviews, and updates office procedures ensuring compliance with university policies, procedures, and expectations.
• Oversees the reception service for the New Student Orientation, Transition and Family Programs Office: answer telephone, greet walk-in visitors, screen and track student and family request for information and service, family and community member requests for services, concerns, and refer inquiries to the appropriate staff member.
• Directly supervises the New Student Orientation, Transition and Family Programs Office Assistant and indirectly supervises 7-10 student employees. Establishes processes and coordinates trainings to ensure exceptional and timely reception services are provided to students, families, faculty, staff, and community members requesting services or information.
• Supports the planning and execution of signature programs such "Ready for the U", "Welcome to the U", "Family Weekend" including coordinating registration, check in, check outs, resources fairs, etc. Manages office and programs inventory which includes routine audit and arrangement of storage space and program supplies and provide regular reports about current stock, potential shortage, and potential order issues.
• Oversees and manages the execution of financial operations for New Student Orientation, Transition and Family Programs: procurement, Bank Card management, travel coordination, expense reimbursement, and budget reconciliation. Maintains electronic records of accounts receivable and payable expenses and uses PeopleSoft Financial and Summit System to generate monthly financial reports for review by the Associate Dean of Students and the Dean of Students. Serves as a liaison to SACL Finance. Serves as a liaison to SACL Finance, external vendors, and internal campus partners including, but not limited to Auxiliary Services, Transportation Services, UCard Office, Registrar's Office, Information and Technology and Facilities and Campus Services.
• Provides administrative assistance to the Associate Dean of Students and Director of New Student Orientation, Transitions and Family Programs and Dean of Students Collaborative Leadership team in the management of personnel matters in accordance with university policies and procedures. Manages student employees time reporting and payroll processes for New Student Orientation, Transition and Family Programs Office. Serve as a back up to the Dean of Students Collaborative purchases, travel, budget reconciliation and time reporting processes.
• Provides administrative support for New Student Orientation, Transition and Family Programs Office staff including, but not limited to, scheduling meetings, auditing and monitoring the progress of projects, creating and providing reports and data as needed, pulling, and reviewing records and scanning and mailing documents. Support internal and external communications regarding New Student Orientation, Transition and Family Programs Office services, programs, and events.
• Provides administrative support for Family Advisor Council processes including, but not limited to, scheduling meetings, supporting the maintenance of records, supporting the internal and external communications regarding Family Advisory Council recruitment, selection, programs, and initiatives. Coordinates the Family Advisory Council meetings and disseminates information to relevant campus partners.
• Attends workshops, classes, or training sessions required to fulfill job duties and to advance skills and knowledge in areas such as computers, software programs, interpersonal communications, and project management.
• Represents New Student Orientation, Transition and Family Programs Office and the Dean of Students Collaborative on university committees.
• Performs duties as assigned or required to meet department, Student Affairs and Campus Life, and University goals and objectives. Supports programs and events and may assist in transporting materials and supplies.

Other Functions

• Perform related duties as assigned or required. Understands responsibilities with respect to Title IX, Clery and other compliance requirements.
• Demonstrate capacity, skill, and willingness to engage students and contribute to student success.
• Understand responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with university policy.
• Contribute toward creating a positive and respectful workplace. 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 and three (3) years of full-time work experience in a high-volume office on a college campus or similar work environment.
• Excellent organizational skills and ability to effectively manage multiple priorities while giving attention to details.Ability to organize, screen, and refer multiple and simultaneous requests with minimal amount of supervision. Ability to quickly assess and evaluate problems and take appropriate follow-up action.
• Demonstrated experience with calendar management, purchasing, budget reconciliation processes, and/or payroll processes.
• Demonstrated experience working with confidential records.
• Excellent interpersonal skills, ability to work with people from diverse backgrounds and ability to establish and maintain good working relationships among co-workers in a muti-layered environment.
• Demonstrated proficiency using computers, Microsoft office suite products, apps and services, web-based customer relations software.
• Knowledge of the English language, both written and oral, including the ability to read, write, spell, use proper grammar and punctuation, comprehend word meaning and usage, communicate effectively in oral expression, and effectively follow and act on written and oral instruction.

Preferred Qualifications

• Proficiency with University systems: Summit, BuyWays, Concur, PeopleSoft Finance and HR, SPIRE, etc.

Physical Demands/Working Conditions

• Typical office environment/activity.
• Ability to lift up to 30 pounds without restrictions.

Work Schedule

• Monday-Friday; 8:30am - 5:00pm with occasional nights and weekends to support New Student Orientation, Transition and Family Programs Office events and programs.

Salary Information

• Grade 15

Special Instructions to Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to 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.