Careers at UMass Amherst

Clerk IV (Assistant to the Department Head - Hybrid Opportunity)

Apply now Job no: 520739
Work type: Staff Full Time
Location: UMass Amherst
Department: Astronomy
Union: USA/MTA
Categories: Administrative & Office Support, College of Natural Sciences

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 administrative assistance to the Department Head. Handles the day-to-day operation of the Astronomy Department Office. Generates all forms relating to personnel. Assists the Graduate Program Director (GPD) and Undergraduate Program Director (UGPD). Manages departmental website, social media page, and departmental listserv. Scheduling representative.


Essential Functions

  • Provides administrative assistance to the Department Head, Department Honors Representative, Continuing Education Representative, and Scheduling Representative for the department. Uses SPIRE and 25Live to schedule classrooms as needed.
  • Processes personnel actions forms for department. Tracks reappointments. Consults with department Administrative Supervisor to determine funding availability. Assists with tenure and promotion files, sabbatical leaves, Periodic Multi Year Review (PMYRs) and Annual Faculty Reports (Academic Personnel Workflow System (APWS) as needed.
  • Maintains biographies, pending-and-current support, and other ancillary files relevant for proposal and grant submission for faculty and other personnel authorized to submit proposals to federal and private agencies.
  • Acts as a liaison to the Dean’s Office and College Personnel, other campus agencies, external agencies, and the public. Acts as a resource, source recipient, and router of information.
  • Provides administrative support for Degree Program Directors (Undergraduate and Graduate Programs). Provides support to the Graduate Admissions Committee. Accesses and views student records in SPIRE and assist faculty and students with adds/drops/grade changes and class registrations. Sends our periodic reminders to faculty and students about upcoming academic deadlines.
  • Acts as liaison and communicates with the Graduate School and relevant Undergraduate Offices. Prepares and forwards relevant documentation related to various actions for Graduate and Undergraduate Students (including, but not limited to admissions to Ph.D. candidacy, advertisement of Ph.D. defenses, etc.).
  • Compiles and prepares reports for various departmental, University, and outside agencies.
  • Maintains and updates Astronomy Department’s website using appropriate web software (currently utilizing Drupal). Maintains the department’s social media (Facebook) page. Maintains the department’s alias listings (listserv) on the server. Maintains and update the Astronomy Department’s internal web pages.
  • Provides support for department searches, including support to Search Committees. Prepares appropriate Equal Opportunity and Diversity and other paperwork as needed.
  • Plans and organizes departmental events and activities.
  • Acts as liaison to the Physical Plant. Acts as departmental coordinator for ongoing maintenance concerns. Initiates work requests as needed.
  • Supervises undergraduate student employees.


Other Functions

  • Works collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness. 
  • Works in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities.
  • Performs other duties as assigned in support of the mission and goals of the College of Natural Sciences.
  • Maintains and order keys for personnel as needed.
  • All other duties as required.


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

  • High School diploma plus two (2) years' relevant experience, or Associate Degree plus one (1) year of relevant work experience; or equivalent.
  • Working knowledge of office practices and procedures.
  • Requires excellent verbal and communication skills.
  • Must demonstrate a high level of English proficiency and the ability to write concisely and communicate effectively.
  • Ability to exercise sound judgement and discretion in the handling of confidential information.
  • Experience in the use of computer software programs, including Excel, Microsoft Word, particularly spreadsheets and database programs, and web design and updates.
  • Ability to work independently to organize multiple tasks and set priorities for action, take initiative, and operate with self-direction in a fast-paced office environment.
  • Excellent interpersonal skills and ability to interact effectively and work productively in establishing and maintaining harmonious working relationships with a diverse population of staff and students.
  • Ability to organize and prioritize goals; ability to collaborate well to formulate plans and objectives in accordance with overall college goals; ability to identify and implement process improvements.
  • Ability to manage multiple projects simultaneously and to set and meet deadlines while maintaining high standards of accuracy and quality.


Physical Demands/Working Conditions

Typical office environment.


Work Schedule

  • Monday – Friday.
  • 9:00am – 5:00pm.
  • 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, therefore.


Salary Information:

Grade 13


Special Instructions to Applicants

Along with your application, please submit resume, cover letter and provide contact information for three (3) professional references.

As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations. (


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.

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