Careers at UMass Amherst

Clerk IV/Office Manager

Apply now Job no: 517030
Work type: Staff Full Time
Location: UMass Amherst
Department: Dean - Humanities & Fine Arts
Union: USA/MTA

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 

The Office Manager will provide broad administrative and operational support to the Interdepartmental Program in Film Studies, including the Massachusetts Multicultural Film Festival, the Filmmakers of the 21st Century Series, and the University Without Walls (UWW) Online Programs. This is a one-year term appointment with benefits. 

 Essential Functions 

  • Serves as the Academic Scheduling Representative for undergraduate and graduate classes in SPIRE and 25Live. Submits requests for scheduling of midterm and final examinations. Assists faculty with cross-listing courses. 

  • Supports students and faculty through accurately performing administrative tasks such as adding and dropping courses, transcripts, and degree audits. Inputs student enrollments or course overrides. 

  • Assists in the supervision of student interns and student employees. Advises interns on use of Handshake software and request systems access as appropriate. Monitors and submits time and labor forms. 

  • Coordinates files and submits appropriate paperwork for a wide range of personnel actions including appointments, reappointments, promotions, and other related faculty matters. Provides administrative support for all faculty and staff searches. Serves as program liaison to the College’s Human Resources Office. 

  • Provides financial administration for the program including monitoring and transferring funds between accounts in accordance with University policy. Coordinates purchasing activities for Department and submits reimbursement paperwork as necessary. Serves as Program’s liaison to the College’s Budget Office. Orders equipment and supplies as needed. 

  • Assists in maintenance and timely updates of Film Studies website and social media accounts. Assists in information, publicity and archival documentation for events organized by the Program, including preparing brochures, posters, and newsletters in association with lectures, screenings, and presentations. 

  • Prepares and maintains spreadsheets to track and monitor personnel and financial processes, student and alumnae information, and events management. 

  • Assists in the coordination of events for the program sponsored or co-sponsored events including making travel arrangements, venue reservations, hotel arrangements, and catering. These events include but are not limited to the Massachusetts Multicultural Film Festival, the Roif Award Ceremony, and Commencement activities. 

  • Coordinates with Program Director on fundraising strategies and initiatives and assists in management of fundraising events. 

  • Serves as Film Studies liaison in coordinating access to equipment, classroom, studio and editing space, and other resources as needed. Serves as building and key coordinator with Physical Plant and the College’s Facilities Manager.  Manages access and scheduling of screening room. 

  • Attends and provides assistance (including minutes taking) at Program meetings. Tracks important administrative and academic calendar dates for Director and prioritizes workflow with due respect for stipulated deadlines. 

Other Functions 

  • Performs related duties as assigned or required to meet Program’s, College’s and University’s goals and objectives. 

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

  • High School Diploma. 

  • Three years’ experience in administrative support, office management, or bookkeeping. An Associate’ Degree may substitute for one year of required experience. A Bachelor’s Degree may substitute for two years of required experience. 

  • Excellent written and verbal communication skills. 

  • Demonstrated ability to multi-task, prioritize projects, and properly manage time in a fast-paced environment while providing accurate and complete work. 

  • Intermediate knowledge of Microsoft Office Suite, Drupal, and Google products. Ability to learn and adopt to new software and systems quickly. 

  • Experience handling confidential information. 

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

  • Bachelor’s Degree. 

  • Experience working in higher education. 

  • Experience or knowledge of film and arts management. 

  • Knowledge and experience of University systems and policies. 

Physical Demands/Working Conditions 

Typical office environment. 

Work Schedule 

37.5 hours per week (Monday through Friday 9:30 am to 6:00 pm). Some weekend and evening work required. 

Salary Information 

Grade: 13 

Special Instructions to Applicants

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.

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Applications close: Eastern Standard Time

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