Careers at UMass Amherst

Clerk III- Academic Administration Assistant

Apply now Job no: 518105
Work type: Staff Full Time
Location: UMass Amherst
Department: Commonwealth Honors College
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

This position performs a wide variety of general administrative and clerical tasks in support of the academic administration functions in Commonwealth Honors College (CHC). The Academic Administration Clerk will assist the Dean, Associate Dean of Curriculum and Academic Oversight, and Senior Assistant Dean with research and analysis of curricular needs; Organize and maintain documents, data and supporting materials that support the honors curricular and co-curricular programmatic needs and funding plans, including those specific to other colleges, departments and faculty; Coordinate schedules, meetings and collaborative programs and events; Assist with support of the CHC instructional staff and faculty including maintenance of confidential records to include Massachusetts Society of Professors (MSP) union correspondence, course load, promotions, etc., and Assist with the coordination of Honors Program Directors, additionally provides logistical support for a wide range of CHC activities and events, as well as daily office operations support for faculty and staff.


Essential Functions

Academic administrative support staff to Dean and Associate Dean

  • Act as main support staff for the Academic Standards Committee (ASC)
    • Follow-up as needed with ASC member comments to students, faculty sponsors, and Honors Program Directors regarding specified proposal issues in an objective and professional manner, using discretion to include verification of information, construct emails, follow-through with communication until all issues are resolved.
    • Answer student and faculty questions with regards to ASC procedures, as well as refer policy questions to the Assistant Dean.
    • Research CHC registration issues and work with Assistant Dean to resolve problems that involve other Campus Departments.
    • Support ASC in maintaining CHC standards of documentation; review contracts for completeness prior to ASC review and contact students and/or faculty as needed.
    • Assign research and independent study contracts for review by ASC members and coordinate review process with faculty members.
    • Analyze tracking data to determine the schedule for ASC meetings during peak registration; schedule group review meetings for issues relating to 499Y, 499T/P, and Honors Independent Study; set up all support aspects of meetings; attend meetings; determine need for undergraduate assistants and train and supervise as needed   
    • Track and report ASC member comments and data for review by Executive leadership, ASC and CHC Council
    • Collaborate with Student Records Officer to ensure that all documentation relevant to a student is filed appropriately
  • Support the Curriculum and Policy Committee: schedule meetings, prepare handouts, and take minutes.
  • Act as confidential support staff on personnel matters.
    • Assist with confidential communications with applicants, set up interview schedules and rooms, prepare paperwork, communicate with CHC Human Resources Director, Campus HR (Human Resources) and the Equal Opportunity & Diversity Office maintaining search protocols as determined by Campus policy; arrange applicant travel where appropriate.
    • Track and keep records of approved Faculty (CHC Lecturers and Joint Faculty) leave requests.
    • Assist with preparing confidential paperwork for annual reviews.
    • Serve on committees for clerical hiring, participate in interviews, and make hiring recommendations.
    • Coordinate the hiring of temporary, graduate student, and undergraduate student personnel with CHC human resources.
    • Research and prepare documents (both confidential and non-confidential) for actions related to Academic Personnel Workflow System (APWS) personnel appointments.
  • Maintain and manage communication with over 80 Honors Program Directors.
    • Plan and implement bi-annual, campus-wide faculty meetings: schedule room, plan menu with Auxiliary Services, manage RSVPs, send updates, set-up handouts, arrange for extra staff to assist with meeting, keep attendance records.
    • Use Microsoft Word and Excel to send mail-merge notices.
  • Other duties for Assistant Dean:
    • Assist with maintaining CHC historical records, set-up of faculty, staff, and cross-campus meetings.
    • Act as technical assistant for presentation set-up of computer and/or data-projector on Campus as needed.
    • Assist with managing computer and projection equipment for presentations.
    • Assist with facilities support needs, e.g., office assignment and set-up for faculty, staff, and students, name plates, office supplies and support.
    • Work on special projects as assigned, e.g., compile information for course and enrollment reports, collect and maintain data on student profiles.
    • Performs related duties as assigned or required to meet Department, College, or University goals and objectives.

Logistics/Operations Support for Commonwealth Honors College

  • Assist Course, Data and Student Records Officer with data entry, filing records.
  • Website: monitor and manage web content, edit, and update academic policy, course information and deadlines for academic programs.
  • Proofread documents and other materials for distribution.
  • Assist with event logistics (room reservations, scheduling, food arrangements, etc.).
  • Schedule CHC meeting rooms: communicate with both members of CHC and the Campus community with regards to meeting room availability in CHC offices.
  • Provide support for daily operations, e.g., assist with Undergraduate Research Conference, Celebration of Excellence, Workshops, Presentations, etc.


Other Functions

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


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

  • High School Diploma or equivalent.
  • 2-3 years office experience including at least one-year administrative experience.
  • Experience working with confidential records and record keeping.
  • Ability to show discretion in communications with faculty and students.
  • Ability to communicate effectively and professionally with students, parents, faculty and other university personnel.
  • Must have good attention to detail, be highly motivated, and work independently.
  • Strong organizational, telephone, and writing skills required.
  • Strong computer skills to include Microsoft Office applications, especially Word, Outlook, Excel.


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

  • Experience with event or activity coordination.
  • Experience with higher education administrative assistance preferred (logistical arrangements, procedures, and policies).
  • Skill with Zoom, TEAMS, and Microsoft Access.
  • Comfort with social networking applications, especially Facebook.
  • Skill with website editing and updating (i.e., Drupal).


Physical Demands/Working Conditions

Typical Office Environment


Work Schedule

Monday through Friday, 8:30-5


Salary Information

Grade 11


Special Instructions to Applicants

Please submit a cover letter, resume, and the contact information for three 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.

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